IPRA Intake Coordinator Job Albuquerque area,New Mexico USA,Administrative/Clerical

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 FUNCTIONS

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.

Education and Experience

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

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.

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.

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