Senior Legal Records Specialist - MBTA Capital Projects

Salary: $98,000.00 Annually
Location : 10 Park Plaza, Boston
Job Type: Full-Time
Job Number: 25-20861
Department: MBTA - Law
Area: 721-Legal
Opening Date: 03/06/2025
Closing Date: 3/20/2025 11:59 PM Eastern
Licenses / Certifications: None Required
Union Affiliation: L453 Professional
Safety Sensitive: No; this is not a Safety Sensitive position.
On-Call or 24/7: No; this position is not classified as on-call or 24/7.
Essential Classification (Emergency Staff): No; this position is classified as non-essential (during declared States of Emergency).

At the MBTA, we envision a thriving region enabled by a best-in-class transit system. Our mission is to serve the public by providing safe, reliable, and accessible transportation. MBTA's core values are built around safety, service, equity, and sustainability and each employee that works for the MBTA performs their roles based on our vision, mission, and values. This includes attendance, participation, and contribution in local safety committee meetings as needed.
Job Summary

The Senior Legal Records Specialist - MBTA Capital Projects will provide services within the Corporate and Regulatory Center of Excellence in the Office of the General Counsel. The coordination of work will be public records law compliance, subpoena response, records management and retrieval, electronic and digital records search, retrieval and review within the many departments of the MBTA, with primary focus on records relating to procurements, contracts, capital projects, and Federal Transit Authority matters.

Duties & Responsibilities

• In coordination with the MBTA Records Access Officer (RAO) and other legal staff, investigate, organize, and analyze large quantities of records and information which includes unrestricted access to confidential policy development materials, employee personnel records, collective bargaining proposals, attorney-client privileged documents and other documents of confidential nature, with primary focus on records relating to procurements, contracts, capital projects, and Federal Transit Authority matters.
• Identify and apply statutory public records exemptions or other exemptions, under the direction of legal counsel/MBTA Records Access Officer.
• Prepare records for production including correspondence with requestors and written internal analyses and memoranda as required.
• Communicate with records requestors and internal stakeholders.
• Prepare and analyze correspondence, memoranda, agreements, and responses to public records requests and subpoenas in public records management software.
• Prepare, run, and analyze reports in public records management software.
• Facilitate timely retrieval of responses within the MBTA.
• Oversee and monitor assigned activities in response to public records requests to ensure compliance and timely response in accordance with Public Records Law.
• Confer with management staff to provide information concerning Public Records and Records Management program evaluation and monitoring.
• Identify, review, responsive records within the MBTA, including conduct searches of electronic and hard copy records, including e-discovery and use of e-discovery, redaction, and other technology-based tools.
• Develop and implement records retention and management standards in accordance with the records retention schedule under the supervision of the Senior Counsel, Public Records and Records Management.
• Assist in various office programs and perform related work as required.
• Provide professional coordination and paralegal services for the Corporate and Regulatory Center of Excellence.
• Assist with other MBTA records requests as needed.
• Perform all other duties and projects that may be assigned.

Minimum Requirements & Qualifications

• Bachelor's degree from an accredited institution.
• Five (5) years of full-time, or equivalent part-time, professional, paralegal, administrative or project management experience in business or public administration the major duties of which involved program/project management administration, coordination, planning and/or analysis.
• One (1) year of experience in a document review or management capacity, including public records, litigation discovery, or business/commercial transactions.
• Proficient in Microsoft Office Suite, Excel and PowerPoint.
• Ability to multi-task, pay attention to detail, and meet deadlines efficiently.
• Ability to work in a fast-paced environment.
• The ability to work effectively with a diverse workforce.
• Excellent communication and writing skills.
• Ability to maintain confidentiality when required.
• Ability to manage multiple priorities simultaneously.
• Effective, organizational, multi-tasking, time management and interpersonal skills.

Substitutions Include

• A High School Diploma or GED with an additional seven (7) years of directly related experience substitutes for the bachelor's degree requirement.
• An associate degree from an accredited institution an additional three (3) years of directly related experience substitutes for the bachelor's degree requirement.
• A master's degree in a related subject substitutes for two (2) years of general experience.
• A nationally recognized certification, or statewide/professional certification in a related field substitutes for one year of experience.

Preferred Experience and Skills

• Five (5) years of full-time, or equivalent part-time, experience within a legal setting, using legal technology tools such as e-discovery and redaction software.
• Excellent organizational and analytical skills.
• Ability to work in a fast-paced, multi-task, and deadline-driven environment.

Job Conditions:

• Ability to effectively read, comprehend, communicate, and respond to instructions, orders, signs, notices, inquiries, etc. in English
• Ability to commute to assigned work locations in the Boston, MA metro area, as required by the role.
• Ability to provide internal and external customers with courteous and professional experiences
• Ability to work effectively independently and as part of a team (or supervise, if required)
• Ability to uphold the rights and interests of the MBTA while building and maintaining effective relationships with employees and co-workers
• Ability to adhere to rules, regulations, collective bargaining agreements (if applicable), and policies of the MBTA, including the EEO, anti-discrimination, anti-harassment, and anti-retaliation policies
• Have a satisfactory work record for the two (2) years immediately prior to the closing date of this posting (unless if recent graduate), including overall employment, job performance, discipline, and safety records (infractions and/or offenses occurring after the closing of the posting and before the filling of a vacancy may preclude a candidate from consideration for selection)
• Ability to pass a Criminal Offender Record Information (CORI) check, comprehensive background screening, and / or medical Clinic screening, potentially including a physical examination and drug and alcohol screenings
• Ability to work all shifts and / or locations assigned, directed, or necessary for this position, including (for some transit / operations roles) up to twenty-four (24) hours per day, seven (7) days per week as necessary to accommodate severe weather conditions, emergencies, or any other circumstances that may potentially impact service or the safety of service

Disclaimers and Definitions:

General Disclaimer: The statements contained in this job description are intended to describe a summary, general nature, and complexity of typical job functions and do not represent an exhaustive list of all duties, tasks, and responsibilities required of staff assigned to this position.

Application Deadlines: Applicants should apply as soon as possible, as the MBTA may stop considering applicants after a sufficiently large applicant pool is established.

Work Environment: The physical demands and work environment characteristics described here-in are representative of those an employee may encounter while performing the essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform essential functions. See job description for role-specific requirements.

Work Eligibility: Although the MBTA is an all employees must be legally authorized to work in the United States for any employer and on an unrestricted basis (the MBTA does not sponsor non-US citizens). However, if you have an unrestricted work authorization, or sponsored by a separate entity, you are welcome to apply for open positions. International students taking part in CPT / STEM / OPT programs through a university are eligible for internships and co-ops with the MBTA. In compliance with federal law, all persons hired will be required to complete a Form I-9 to verify their identity and eligibility to work in the U.S.

Interviews: Candidates should ensure they arrive on time, are prepared, can remain for the duration, and if remote, are in a quiet place without distraction, for the interview. Candidates who do not attend their interview without advance authorization, including an email confirmation of a rescheduled time/date from Human Resources, will be considered a no-show and disqualified from consideration for the position. Related to rescheduling, on a one-time basis, and due to something emergent, you may be allowed to reschedule the interview. In addition, Human Resources may require documentation supporting the request. However, should you need to reschedule, you will need to contact your Recruiter directly by email.

Safety Sensitive Positions: Employees working in this classification will be subject to periodic physical examinations plus random drug and alcohol testing.

On-call or 24/7 Positions: Employees working in this classification must be available to respond to page / text / call and report to work as determined by assigned department or the Authority.

Essential / Emergency Staff: During declared "states of emergency," employees working in this classification are required to report to work for their assigned work hours or as directed by management.

ADA Accommodations: The MBTA makes reasonable accommodations for applicants with disabilities. If you require an accommodation during this process, please contact the MBTA's ADA Unit at 617-222-5751 or

Diversity, Equity, and Inclusion: The MBTA is an For terms, descriptions, and definitions related to diversity, equity, inclusion, veteran status, and immediate family members that you may find on the application form, please visit

Employment Benefits at the MBTA

Full-Time Employees:

The MBTA offers comprehensive benefits packages to full-time employees. Types of benefits offered at the MBTA are subject to the union affiliation / Collective Bargaining Agreement (CBA) of the position to which you apply. Benefits that may apply to your position include the following:

• Insurance: Health, Dental, Vision, Life (basic and supplemental), and Long-Term Disability
• Paid Time Off (PTO): Vacation, Personal Days, Sick Leave, and Holidays
• Retirement: Pension or deferred compensation 401(a), plus MBTA contributions
• Complimentary pass for travel on the MBTA transit system (bus, train, ferry, and Commuter Rail)
• Tuition Reimbursement (up to $10,000 per year)
• Public Service Loan Forgiveness (PSLF) for student loans
• Commuter Choice Parking Program: Pre-tax benefits for parking
• Flexible Spending Account (FSA): Pre-tax benefits for healthcare-related expenses
• Discounted tickets for concerts, movies, travel / vacation, etc. via TicketsAtWork.com
• Shopping discounts via GovX.com
• Verizon and AT&T service discounts
• And more...

Internships:

Internship positions are not eligible for most MBTA Benefits. However, paid sick time may be incurred. Each intern also receives a complimentary pass for travel on the MBTA transit system (bus, train, ferry, and Commuter Rail) to use throughout the duration of their internship. Please contact the assigned Recruiter directly or email internships@mbta.com for more information.

Disclaimer:

The above information is meant to be a general overview of the benefit programs offered by the MBTA, which may or may not apply to a specific position. This summary is not a contract andis not meant to change the provisions of union contracts or Authority policies and does not establish a binding practice. Please contact the assigned Recruiter directly or email hrstaffing@mbta.com for more information.

The MBTA is an Affirmative Action/Equal Opportunity Employer
01

Which of the following options below best describes your education and experience?

• A High School Diploma or GED with with twelve (12) years of full-time, or equivalent part-time, professional, paralegal, administrative or project management experience in business or public administration the major duties of which involved program/project management administration, coordination, planning and/or analysis.
• An Associates Degree with eight (8) years of full-time, or equivalent part-time, professional, paralegal, administrative or project management experience in business or public administration the major duties of which involved program/project management administration, coordination, planning and/or analysis.
• A Bachelor's degree with five (5) years of full-time, or equivalent part-time, professional, paralegal, administrative or project management experience in business or public administration the major duties of which involved program/project management administration, coordination, planning and/or analysis.
• Master's degree with three (3) years of full-time, or equivalent part-time, professional, paralegal, administrative or project management experience in business or public administration the major duties of which involved program/project management administration, coordination, planning and/or analysis.
• None of the Above

02

Do you have at least one (1) year of experience in a document review or management capacity, including public records, litigation discovery, or business/commercial transactions?

• Yes
• No

03

Please rate your current proficiency level using Microsoft Word, Excel, and PowerPoint.

• No experience
• Beginner
• Average
• Advanced
• Expert

04

Will you now or in the future require sponsorship for employment visa status (e.g. H-1B visa status)?

• Yes
• No

Required Question