City of Cambridge Public Records Access Officer in Cambridge, Massachusetts


The Public Records Access Officer, under the supervision of the City Solicitor, is responsible for performing a variety of specific duties to ensure the City's compliance with the Massachusetts Public Records Law and to enable public access to public records within the constraints of applicable laws, policies and procedures. The Public Records Access Officer's duties shall include but not be limited to:

  • Assist persons seeking public records pursuant to the Public Records Law and the City's policies and procedures.
  • Prepare for review and approval guidelines that enable a requestor to make informed requests regarding public records.
  • Review updates to the Public Records Law and work with the City Solicitor in recommending and implementing changes to the City's policies and procedures.
  • Coordinate the City's responses to Public Records requests and facilitate timely responses.
  • Assist City staff in learning and understanding the requirements of the Public Records Law, facilitating public access to public records, and implementing and complying with the requirements of the Public Records Law and the City's policies and procedures.
  • Prepare petitions for extensions for responses and for fee additions to the Supervisor of Public Records under the supervision of the City Solicitor.
  • Monitor dockets and assist Law Department attorneys with respect to public records appeals and other legal proceedings.
  • Assist City staff in preserving public records in accordance with the Public Records Law and other applicable laws, rules, regulations, schedules, policies and procedures. Document Public Records requests submitted to the City as required by law or the City's policies and procedures.
  • Prepare cost estimate letters and other correspondence in response to public records requests, monitor receipt of payments, and provide assistance to Law Department attorneys in reviewing, redacting and/or withholding exempt or privileged information.
  • Provide training, in coordination with attorneys in the Law Department, to City staff in the preparation of responses to the Public Records Law, record keeping and other requirements of the Public Records Law and the City's policies and procedures.
  • Assist in evaluating, implementing, and administering public records management software.
  • Prepare and maintain statistical reports on public records requests and submit reports as required by law or the City's policies and procedures. Coordinate with Information Technology and other City departments in creating and maintaining a web-based searchable index of public records.
  • Perform other duties as required by law or the City's policies and procedures and/or as assigned by the City Solicitor, including occasional general office coverage.


  • Bachelor's Degree in related field or equivalent combination of education, training, and/or experience.**
  • At least three years of paralegal or similar experience assisting in review, research and compliance with laws, rules and regulations under attorney supervision, either in a law firm or a corporate or public entity's law department.**
  • At least three years of experience in a role requiring compliance with laws, regulations, or rules pertaining to the handling of deadline driven documents.**
  • At least three years of experience working with records or document management systems related to legal practices and procedures, including electronic discovery, content management, or online portal software.**
  • Experience responding to Public Records and/or discovery requests, including experience gathering and reviewing responsive documents or information, redacting, preparing responses and privilege logs, and completing work within mandated timelines. **
  • Excellent written and oral communication skills, including the ability to clearly explain complex information, including the Public Records Law, regulations, policies and procedures.**
  • Excellent organizational, record keeping, analytical and planning skills.**
  • Ability to work as part of a diverse team, build collaborative relationships within teams across the organization, and provide excellent customer service.
  • Demonstrated proficiency in Microsoft Office applications (including, but not limited to, Word, Outlook, and Excel) and must be comfortable with and have the ability to learn new software applications.


  • Experience in creating and delivering training programs or public presentations on records management or legal issues.**
  • Familiarity with Optical Character Recognition ("OCR") software that converts scanned images to electronically readable text and preserves the history of digital records searches.**
  • Experience identifying and removing annotations and metadata associated with digital records.**

*PHYSICAL DEMANDS: *Ability to access, input and retrieve information from a computer. Sufficient mobility to travel throughout the City of Cambridge to various meetings and sites and ability to lift up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

*WORK ENVIRONMENT: *Standard work environment. Fluorescent lighting, carpeted floors and air conditioning. Requires attendance at meetings, including occasional evening meetings, at various locations throughout the City of Cambridge.


Internal applicants submit a job bidding form and 2 copies of both your resume and letter of interest; external applicants submit both your resume and letter of interest via email to: or to Personnel Dept., Room 309, City Hall, 795 Massachusetts Avenue, Cambridge MA 02139. Fax (617) 349-4312. Resumes and letters of interest requested by 07/16/18, position will remain open until filled.

The City of Cambridge is an affirmative action/equal opportunity employer. Women, minorities, veterans, members of the LGBTQ+ community, and persons with disabilities are encouraged to apply.


Department: Law Department

Job Title: Public Records Access Officer

Job Code: M341-701

Civil Service Position: Non Civil Service position

Union Affiliation: None

Hours Per Week: 37.5 hours/week, Mon. 8:30 AM–8 PM, Tues.–Thurs. 8:30 AM–5 PM, Fri. 8:30 AM–12 Noon

POSTING DATE: June 13, 2018

RATE: $64,580-$82,400 + excellent benefits (7/1/18 Rate will increase by 2.5%)