FOIA Coordinator and Accreditation Manager

GENERAL SUMMARY

A full-time technical position in the Police Department, under the supervision of the Chief of Police. The FOIA Coordinator shall be responsible to accept and process requests for public records and approve denials in accordance with the Michigan Freedom of Information Act (FOIA), P.A. 442, of 1976. The FOIA Coordinator shall also be responsible for keeping a copy of all written requested for 1 year after the request is made.

Maintains all non-public information that is not known by the public and is protected from disclosure by federal and state law and regulations. The Accreditation Manager will be tasked with managing the accreditation process for the agency, as well as similar continuous improvement processes, including department inspections and policy review, revision, and implementation.

• The FOIA Coordinator receives and reviews FOIA requests and works closely with the entire department to ensure requests are responded to as required under the act.
• Monitors, reviews, and interprets federal and state laws and regulations, which relate to FOIA functions and requirements to ensure that Grand Blanc Township Police Department is in compliance.
• Attend FOIA training routinely.
• Fulfills FOIA requests to ensure timely response to requestors and documentation of all communication related to a response.
• Evaluates whether any record or part of a record is exempt and redacts records or prepares routine correspondence with the requestor.
• Review and fulfill BWC and in-car videos for case relevance as requested. Visual and audio redaction of BWC and in-car videos upon request for release. Uploads BWC/In-car Video footage into GovQA (case management system).
• The FOIA Coordinator will input official police records into appropriate records systems; ensure records are maintained and destroyed according to State guidelines; provide for the proper archive and storage of police records.

• Maintains all non-public records within the RMS program to protect records from disclosure to the public.
• Performs other related and assigned duties as required based on the needs of the department, which varies day to day.

• The Accreditation Manager tasks include but not limited to collecting proofs of compliance, documenting adherence to established standards, assisting with staff inspections, advising on standards updates and all other duties as assigned by the Chief of Police.
• This position will allow the department to be better organized and more efficient in providing flexibility for the Chief of Police in managing the overall mission and functions of the agency.

• Manage the departmental accreditation process as mandated by the Michigan Law Enforcement Accreditation Commission (MLEAC).
• Prepare annual reports, attend necessary training, oversee annual reviews, coordinate and oversee mock and full onsite assessments and attend the MACP Conference and full Commission review hearings.
• Represent the department at accreditation meetings and training functions.
• Maintain accreditation compliance documentation to include collecting and uploading proofs of compliance.
• Assist with the review and revision of department forms and written directives to determine their compliance with MLEAC standards.
• Manage and proactively prepare for the yearly file reviews.

• Receive, process, and respond to a variety of public record requests; answers inquiries and provide information and assistance within scope of authority.
• Maintain public records request tracking system to monitor timely review and response to the requestor.
• Redact documents in accordance with agency/entity FOIA protocols, which include annotating appropriate FOIA exemptions on records.
• Generate draft response letters to requestors detailing the FOIA review and release determination.
• Maintain complete and detailed case notes on all assigned FOIA cases.
• Perform file management functions to ensure compliance with public records retention schedules.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• Minimum of one year of FOIA case processing experience, records management experience and familiarity with police records management systems experience or an equivalent combination of education and experience.
• Exceptional organizational, case management and time management skills.
• Knowledge of the Freedom of Information Act (FOIA) and its amendments.
• Demonstrated knowledge of FOIA requirements, rules, regulations, and the process of redaction of documents.
• Knowledge of reporting requirements under FOIA.
• Knowledge of FOIA exemptions.
• Excellent communication skills (oral and written).
• Attention to detail.
• Proven ability to…