Records and IPRA Clerk

Under general supervision, the Records and IPRA Clerk maintains, compiles, and disseminates agency records adhering to all local, state, and federal regulations. Reviews documents for protected information in compliance with Inspection of Public Records Act (IPRA) Law and performs a wide range of administrative and financial support, functions, and tasks.

Work is performed indoors in an office environment and records storage facility/warehouse which includes exposure to potential allergens, dust, and debris.

Moderate physical demands including the ability to lift and carry items weighing up to forty (40) pounds and balancing, bending, stooping, climbing, crouching, kneeling, and reaching above shoulder height. Desk work requires frequent use of a personal computer. Sufficient communication capabilities, personal mobility, and physical reflexes sufficient to effectively and efficiently perform essential job functions.

Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Regular attendance is an essential function of this job to ensure continuity of services. Position is subject to drug testing in accordance with applicable State and Federal regulations and City of Las Cruces policies.

FIRST CONSIDERATION MAY BE GIVEN TO CURRENT CITY OF LAS CRUCES EMPLOYEES WHO MEET ALL THE MINIMUM REQUIREMENTS.

Meeting or exceeding the minimum requirements does not guarantee an invitation to participate in the process.

Full-Time;
Regular;
Non-Exempt

This position is a grade RN06.

• Processes public records requests in compliance with the Inspection of Public Records Act (IPRA) and other local, state, and federal laws; delivers correspondence in a timely manner to the requesters until the request is fulfilled.
• Compiles and conducts legal review of the documents provided for privileged information; uses and employs multiple software applications to apply red actions depending on the file type.
• Processes incoming department records, temporary or permanent department record withdrawals, and the destruction of records; follows local, state, and federal guidelines to maintain and retain the agency's records.
• Performs basic clerical and administrative duties; enters data and develops record keeping strategy in support of section functions; prepares and appropriately processes various documents to maintain files in accordance with established procedures.
• Receives, sorts, verifies, categorizes, and enters data into computer tracking systems to ensure integrity and accuracy of records maintenance and retention; performs extensive work in software platforms.
• Assists and supports customers by providing information and assistance within scope of authority regarding requests for information; processes public record requests, provides timely responses and ensures compliance with regulatory agencies and IPRA Law.
• Prepares, processes, and compiles data for various forms and reports to provide accurate and timely information as requested; reviews documents and data for compliance and accuracy; prepares documents for appropriate filing and recording.
• Assists with development of procedures related to the storage and retrieval of records, imaging procedures, and processes to maintain records electronically and electronic retention schedules.
• Trains incoming Records Clerk employees for records management functions and public records processes and procedures in compliance with the Inspection of Public Records Act (IPRA) and other local, state, and federal laws.

High School Diploma, GED, plus two (2) years of experience in an office setting performing general administrative support duties. Preference may be given for records management experience. A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy.

Valid driver’s license may be required or preferred. If applicable, position requires an acceptable driving record in accordance with City of Las Cruces policies.

Knowledge of:
Standard office practices and procedures; principles of maintaining confidential records, file and records management, and record keeping practices; standards of accurate alphabetic, numeric, and subject‑matter filing practices principles, practices, techniques, activities, rules, and regulations related to the operations and functions of the position and services provided; current principles of record keeping and records management; principles and practices of effective research methods and data analysis, customer service, and problem resolution techniques;

occupational and environmental safety and health hazards, and safety practices; safe and effective use and maintenance of related tools, materials, and equipment; current methods and standards for preparing effective business correspondence; correct English usage, grammar, composition,…