IPRA Intake Coordinator

Position Summary

Coordinate the intake of public records requests for the Inspection of Public Records ("IPRA") Division; receive, evaluate, identify, and assign to appropriate unit/team. Evaluate a wide range of public records request issues and provide requesters with information and services related to IPRA. Coordinate assigned activities with department team and other City Departments; provide highly responsible and complex administrative support to the IPRA Division.

Job descriptions are intended to present a general list of tasks/duties performed by employees within this job classification.

Job Description s are not intended to reflect all duties performed within the job.

Essential and Supplemental Functions

ESSENTIAL FUNCTIONS:

Essential functions may include, but are not limited to the functions listed below. Must be able to perform the essential functions of the job with or without a reasonable accommodation.

* Receive, evaluate and coordinate the intake of all types and levels of public records requests for the IPRA Division; identify and assign requests to the appropriate unit/team.

* Provide support in assigning and scheduling staff to cases; ensure adherence to the IPRA Division policies, procedures, standards, and guidelines.

* Manage and monitor the City's digital public records request portal, Next Request;
Ensure timely intake and that incoming requests are processed timely; track pending responses.

* Collect, review, and track IPRA requests intake numbers; run statistical reports, conduct research on all types and levels of public records request.

* Assess and conduct research using multiple databases; verify public record types; coordinate with various city departments to obtain and produce all types and levels of public records for persons or entities seeking public records; may include crime lab evidence retrieval.

* Provide IPRA process and procedural information; assess payments; respond to and resolve complaints and requests for information on policies, procedures, systems and precedents related to IPRA.

* Provide IPRA request triage training for department personnel and community partners; provide program and project assistance on a variety of special projects; participate on a variety of work groups; respond to public inquiries; provide information as requested within the area of assignment.

* Identify opportunities for improving service delivery methods and procedures; identify resource needs; review with appropriate management staff; implement improvements.

* Serve as a liaison for the IPRA Division to the general public, other City departments and divisions, and outside agencies.

* Perform a variety of highly responsible and complex administrative and clerical duties in the support of the IPRA Division

SUPPLEMENTAL FUNCTIONS

* Attend and participate in professional group meetings; stay abreast of new trends and innovations to IPRA and public records management.

* Perform related duties and responsibilities as required.

* Coordinate and participate in special projects and events to department efficiency.

Minimum Education , Experience And Additional Requirements

Education and experience directly related to the minimum requirements below may be interchangeable on a year for year basis.

Associates degree from an accredited university or college in office administration, business administration or a related field; and

Three (3) years of office management, case or document processing management experience.

Experience working with public record, IPRA, or Freedom of Information Act (FOIA) preferred.

ADDITIONAL REQUIREMENTS:

Possession of a valid New Mexico Driver's License or the ability to obtain by date of hire.

Possession of a City Operator's Permit (COP) within six (6) months from date of hire.

Working Conditions

Environmental:

Office environment, exposure to computer screens.

Physical:

Essential and supplemental functions may require maintaining physical condition necessary for sitting, walking or standing for prolonged periods of time; light lifting and carrying.