IPRA Intake Coordinator

Position Summary

This role is responsible for coordinating the intake workflow for public records requests handled by the Inspection of Public Records (IPRA) Division. The coordinator receives requests, evaluates their nature, routes them to the correct team or unit, and supports requesters with information and service related to the IPRA process. The position also involves close coordination with internal teams and other City departments, along with a high level of administrative support for the division.

Job descriptions are meant to outline the typical tasks associated with this classification and are not a complete list of every duty that may be assigned.

Essential Functions

• Accept, review, and direct all categories and complexity levels of public records requests entering the IPRA Division, then route them to the proper unit or team.
• Assist with assigning staff and managing schedules for cases while making sure division policies, procedures, standards, and guidelines are followed.
• Oversee the City’s digital public records portal, Next Request, ensuring requests are entered promptly, processed on time, and tracked through completion.
• Maintain intake counts, compile statistical reports, and carry out research related to public records requests across all request types and levels.
• Use multiple databases to research requests, confirm record types, and coordinate with City departments to locate and provide public records; this may include retrieving crime lab evidence.
• Explain IPRA procedures and process steps, handle payment-related assessments, and respond to concerns or questions about policies, procedures, systems, and precedents.
• Deliver intake and triage training for departmental staff and community partners, support special projects, participate in work groups, respond to public inquiries, and share information related to the assigned area.
• Look for ways to improve service methods and procedures, identify needed resources, discuss improvements with management, and help put approved changes into practice.
• Act as a communication bridge between the IPRA Division, the public, other City departments and divisions, and external agencies.
• Carry out advanced administrative and clerical support duties for the IPRA Division.

Supplemental Functions

• Take part in professional meetings and remain current on emerging practices and innovations in IPRA and public records management.
• Handle additional duties and responsibilities as assigned.
• Support special projects and events that improve departmental efficiency.

Minimum Education, Experience, and Additional Requirements

Education and experience that are directly relevant to the minimum qualifications may be considered interchangeable on a year-for-year basis.

Applicants should have an associate degree from an accredited college or university in office administration, business administration, or a related discipline, plus three years of experience in office management or case/document processing management.

Prior experience involving public records, IPRA, or the Freedom of Information Act (FOIA) is preferred.

Additional Requirements

• A valid New Mexico Driver’s License is required, or the ability to secure one by the date of hire.
• A City Operator’s Permit (COP) must be obtained within six months of the hire date.

Working Conditions

Environment: Office-based work with regular exposure to computer screens.

Physical demands: The role may require sitting, walking, or standing for extended periods, along with light lifting and carrying.