***INTERNAL ONLY***

_{IPRA Specialist Pay:  $22.55 hourly}

_Schedule:

_{Days: Monday - Friday}

_{Hours: 8:00 A.M. - 5:00 P.M.}

Definition:  The IPRA Administrator receives, evaluates, and prepares documents, audio, video and various other material related to the Artesia Police Department, from both public and internal customers. Regular functions include uploading, printing, and compiling records, and reports; adhering to distribution and compliance with IPRA requests in accordance with state and federal law, and performs a variety of technical tasks relative to assigned areas of responsibility. The incumbent will plan, coordinate, review and redact assigned IPRA requests to meet delivery requirements. 

Essential Functions:  (Essential functions, as defined under the Americans with Disabilities Act, may vary among positions, but may include the following tasks, knowledge, abilities, skills and other characteristics.  This list of tasks is ILLUSTRATIVE ONLY and not intended to be a comprehensive listing of tasks performed by all positions in the classification.)

Tasks:

• Work within the direction of policy, protocols, and procedures to ensure consistent, citywide IPRA compliance, to include identification and recommendation of technological records management software.

• Develop and maintain strong liaison and support service with all City Departments.

• Review and complete required redactions of documents, photographs, audio, or video IPRA requests. Content may contain graphic and disturbing imagery, audio, or descriptions.

• Keep abreast on changing policies, laws, regulations, and national trends.

• Participate in the development and implementation of department IPRA goals, objectives, policies, and priorities; recommend and implement periodic updates and adaptations to policy, protocols, and procedures.

• Recommend and implement periodic updates and adaptations to policy, protocols, and procedures.

• Collect and analyze data to provide accurate and timely information related to assigned functions and duties in clear and easily used formats.

• Assist in researching and responding to various information requests and inquiries from City departments, divisions, outside agencies, the media and the general public to include attorney requests related to ongoing criminal and civil processes.

• Attend and participate in professional group meetings; monitor new trends and innovations regarding IPRA policy and practice.

• Maintains privacy and confidentiality regarding sensitive, graphic, and legally protected content.

• Train and mentor other city employees on IPRA laws and best practices

Knowledge, Abilities, Skills and Other Characteristics:

• Thorough knowledge of the Inspection of Public Records Act (IPRA). Must:

o   Read, understand, interpret, and ensure compliance with multiple policies, procedures, rules, laws, and regulations governing IPRA-related activities, programs, operations, and functions.

o   Understand the principles, practices, techniques, activities, rules and regulations related to the operations and functions of the position and duties and services provided.

o   Understand the principles and practices of effective customer service, internal and external client interaction, and interagency collaboration.

o   Understand the principles and procedures of background research.  Basic mathematical principles.

o   Know occupational safety and environmental health hazards, and how to engage in and incorporate safety practices and principles in the workplace.

o   Be able to correspond effectively, consistently, and efficiently using professional writing and editing techniques, grammar, composition, spelling, punctuation and vocabulary.

o   Know the departments administrative organization, operations, policies, and procedures.

• Word processing software and computer skills in desktop and network systems. Must be able to type at least 30 net wpm. Read, understand, interpret, and apply relevant rules, ordinances, codes, regulations, laws, policies, and procedures. Effectively coordinate workload and work product while managing assignments and projects.

• Respond continuously to time-sensitive inquiries and requests, function autonomously within the scope of delegated authority; assess needs to prioritize and recommend appropriate courses of action and adaptations.

•  Develop and implement appropriate systems, procedures, strategies, and solutions.

• Interact and respond appropriately with the public and remain objective and non-prejudicial. Exercise sound judgment and understanding in all interactions with colleagues, clients, and public. Shift frequently between independent and autonomous work to collaborating as team member in interdisciplinary environments. Multitask to address shifting priorities and overlapping deadlines.

• Conduct research, maintain accurate and comprehensive records, and update information using various media, tools, and formats. Compose memoranda, correspondence, and reports in a clear and concise manner; demonstrate consistently professional, appropriate, and effective interpersonal communication and collaboration.

•  Engage effective conflict resolution skills; perform highly effective support in assigned areas.

• Perform a broad array of tasks and duties that entail daily communication and collaboration, with City Departments which may receive or process IPRA requests.

• Continuously assess, evaluate, and prioritize assignments, projects, and schedules to meet ongoing and reoccurring deadlines and fulfill public obligations. Ensure appropriate level of customer service meet expectations and achieve objectives.

• Help develop, implement, and ultimately utilize protocols and procedures to protect and maintain highly confidential and sensitive material and protect data integrity, Must be able to work while viewing sensitive, graphic or disturbing content, imagery or audio while maintaining highly professional and ethical standards.

• Engage in oral and written communication and use interpersonal skills to convey and acquire information effectively and efficiently, Receive, comprehend, and respond to work directives. Review documents, analyze, evaluate, and redact appropriate information.

• Establish and maintain effective and appropriate working relationships with employees, other agencies, and the public; safely and effectively operate relevant business office tools, computer equipment, and motorized vehicles.

• Timely and accurately enter data and update records using various mediums and formats; take initiative and exercise sound independent judgment within established procedural guidelines and carry out primary responsibilities in accordance with all governing regulations, statutes, and procedures to ensure achievement of goals and objectives. Able to work with internal and external stakeholders to address and resolve ongoing IPRA requests, records management, and high-volume correspondence. Present a professional, friendly, courteous image for the City to the general public, customers, and public officials

Qualifications:

• Basic office, computer, and bookkeeping skills.

• Experience with Microsoft Office and Adobe Acrobat.

• Experience with database or redaction software preferred.

• Minimum of One (1) year experience in full-time customer service/relations or secretarial work. 

• Type 30 words per minute without errors.

• Applicant must pass a post-offer pre-employment physical and psychological test prior to employment. 

• Bilingual (English/Spanish) preferred.

• Ability to complete required reports in a timely manner.

• High school diploma or GED.

• Valid New Mexico driver’s license.

• Applicant must pass a rigid background check.  (Applicant cannot have been convicted of any felonies; or a misdemeanor involving moral turpitude).  

   

Physical Functions:

• Must be able to sit for up to 6 hours at a time, up to 12 hours per day.

• Must be able to stand/walk for short distances up to a total of two hours per day.

• Must be able to crouch, kneel, bend, at the waist, and twist/rotate at the waist on a minimal basis, as needed.

• Must be able to reach arms away from body or overhead to access equipment or manual necessary to perform essential duties.

• Must be able to work with arms bent for up to four hours at one time and up to twelve hours a day.

• Must be able to lift and carry for short distances – paperwork or manuals weighing an estimated five pounds or less.

• Must be able to push/pull with arms, using an estimated force of up to two pounds, up to a total of fifteen times a day.

• Must be able to use hands and fingers to grasp/manipulate equipment necessary to perform essential duties such as writing utensils, telephone, paperwork, and manuals.

• Must be able to use fine finger dexterity and implement eye-hand coordination to operate computer keyboards.

• Requires normal vision.

• Must be able to distinguish colors.

• Must have strong hearing and sight abilities in order to perform all essential duties.

Working Conditions:

• All essential duties are performed indoors.

• Duties are performed in a temperature-controlled environment.

• Employee is exposed to intermittent noise factors.

• Duties are performed on an even surface, which may be carpeted or tiled.

• Requires reading and comprehension of written materials.

• Work hazards, or potential work hazards, involve high pace and stress in the performance of job duties.

• May be exposed to graphic imagery or disturbing content.

Equipment, Tools and Materials:

• Maintain equipment used in performing duties include (but not limited to): computer, telephone, radio equipment, recording equipment, typewriter, fax machine, and photocopy machine.

• Materials and products handled in performance of duties include (but not limited to): logs, paperwork, various form, writing utensils, and manuals regarding use of

• equipment, loss control, safety procedures, state and federal regulations, technical manuals, resource manuals and emergency guidelines.

• Manuals, books, tapes (both audio and video) pertaining to primary functions