FOIL Specialist

Job description

ABOUT THE CAMPAIGN FINANCE BOARD The Campaign Finance Board is a nonpartisan, independent city agency that empowers New Yorkers to have a greater impact on their elections. Our mission is to make local democracy more open, transparent, and equitable by removing barriers to participation. We make it easier for New Yorkers to vote, meaningfully support candidates for city office, and run for office themselves. NYC Votes, our voter engagement initiative, meets people where they are to share trustworthy election information and help New Yorkers make a plan to vote. We publish the citywide Voter Guide, which delivers information about candidates directly to voters’ doors. Our public matching funds program ensures small contributions can make a big difference, allowing regular people to run for office by relying on the support of other regular people, not just wealthy donors and special interests. And we lift the veil on how candidates raise and spend money, increasing transparency and accountability in local government. We believe that when every New Yorker is empowered to participate meaningfully in elections, candidates will better reflect the communities they serve, elected leaders will be more accountable to the public, and New Yorkers will have a democracy they can truly trust. ABOUT THE UNIT Campaign Affairs Division Campaign Affairs (CA) is comprised of the Candidate & Committee Services and Records, Data & Information units. Together, these units are responsible for the CFB’s direct engagement with anyone regulated under the city’s matching funds program – candidates, campaigns, independent spenders, and non-candidate committees – as well as the agency’s records, data, and information management and responses to requests under the Freedom of Information Law (FOIL). Record, Data, Information Unit Records, Data, and Information unit performs all phases of data and documentation intake across the agency, including the release and reconciliation of candidate financial disclosure submissions, amendments, and audit responses. They perform data entry for all incoming candidates and provide quality control of the data. They also perform all phases of records intake and scanning/importing documentation to support our agency’s auditing and enforcement mandates. This unit is responsible for identifying, compiling, analyzing, and redacting responsive records for Freedom of Information Law (FOIL) requests and saving the responsive records in an online accessible filing system for internal review and external production. This unit is also responsible for the agency’s records retention policies and procedures for both onsite paper and electronic records. JOB DESCRIPTION This role is to coordinate, and process Freedom of Information Law (FOIL) requests in accordance with New York State Public Officers Law, agency policies, and records management requirements. The incumbent will serve as a key liaison between agency departments to ensure the timely identification, retrieval, review, redaction, and release of responsive records and supports records management using the OpenRecords FOIL Portal and SharePoint. The responsibilities and tasks to be completed in this role include, but are not limited to: - Managing the full cycle of FOIL requests, including intake, tracking, records retrieval, records review, redaction, and disclosure preparation. - Maintaining accurate tracking logs, monitoring statutory deadlines, coordinating records searches across multiple divisions and facilitating quality assurance review with Legal. - Ensuring all request-related activities are properly documented and maintained in accordance with agency policies and records retention requirements. - Compiling FOIL-related data and records to support internal tracking, reporting requirements, and transparency efforts. - Serving as business owner of FOIL needs for process improvement changes that involve new technology including updates and adoption of applications such as OnBase, OpenRecords, and other future enhancements to the CFB website that would produce FOIL-related records proactively. ESSENTIAL KNOWLEDGE, SKILLS, ABILITIES & OTHER BEHAVIORS (KSAOs) We're seeking individuals eager to make an impact, even if they don't tick every box on our job description. We believe in the power of diverse perspectives and the unique blend of lived experiences, non-traditional education pathways, practical know-how, and a variety of skills and abilities that each candidate brings to the table. If you're ready to learn and grow with us, we encourage you to apply and be part of our dynamic team. Knowledge - Knowledge of New York State Freedom of Information Law requirements, statutory response timelines, and protocols for processing FOIL requests. - Knowledge of confidentiality requirements, privacy protections, and disclosure limitations. - Knowledge of electronic records systems and document management practices. - Knowledge of redaction standards and confidentiality requirements. - Knowledge of file naming conventions and document organization standards. Skills - Skill in locating, researching, and completing responsive records from electronic and physical recordkeeping systems while ensuring completeness and accuracy. - Skill in organizing, maintaining, and securing electronic records in accordance with records retention schedules, and agency policies. - Skill in written and basic verbal communication, particularly when addressing questions or needing clarification. - Skill in reviewing and redacting records accurately to protect sensitive information. - Skill in managing high-volume FOIL requests efficiently. Abilities - Ability to organize and prioritize high volume FOIL requests and monitor approaching deadlines. - Ability to work independently while managing multiple assignments and deadlines. - Ability to manage multiple FOIL requests simultaneously while prioritizing competing deadlines. - Ability to collaborate effectively with staff and communicate complex information clearly and professionally. - Ability to follow established procedures and adapt to updated processes. Other Characteristics - Demonstrates a willingness to work cooperatively with staff across divisions. - Demonstrates patience, accuracy, and thoroughness when reviewing large volumes of records, applying redactions, and preparing responsive records. - Takes responsibility for assigned FOIL requests, follows through on commitments, monitors deadlines, and promptly address errors, delays, or incomplete work. - Exercises discretion and respects the confidential nature of protected, personal, privileged and legally exempt information. - Demonstrates persistence in resolving records retrieval challenges, identifying missing information, and working through obstacles that may affect timely FOIL processing. PREFERRED QUALIFICATIONS These are qualifications that would be helpful, but are not essential to being successful in the role. Candidates with these qualifications will be given preference in the selection process. - Strong analytical, organizational, and communication skills. Demonstrate sound judgment when handling sensitive information and can manage multiple requests and competing deadlines in a fast-paced environment. - Experience using OpenRecords, Dropbox, SharePoint or other approved secure file-sharing platform(s) to create links, organize electronic disclosure packages, and securely transmit responsive records. - Experience identifying, locating, retrieving, and extracting responsive records from electronic software applications, databases, email systems, shared drives, and document repositories. _________________________________________________________________________________________________ APPLICATION INSTRUCTIONS - While completing the application, candidates are invited to provide a cover letter via “attachment” or the “Message to the Hiring Team” field on SmartRecruiters. ANALYST CFB AL 2&3 ONLY - 0660A 1. A bachelor’s degree from an accredited college including or supplemented by at least twelve-semester credits (or the equivalent of twelve-semester credits) in accounting, auditing, business or public administration, computer science, economics, finance, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related area of study and one year of satisfactory full-time experience in accounting, auditing (including compliance or investigative auditing), business or public administration, business analysis, computer science, database administration, economics, finance, fiscal or economic management or research, statistics, graphic design, personnel or human resources administration, user experience design, or a closely related field; or 2. A four-year high school diploma or its educational equivalent and five years of experience as described in “1” above; or 3. Education and/or experience equivalent to “1” above. The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.