IPRA Intake Coordinator

Position Summary

Cook the intake of public records requests for the Inspection of Public Records (“IPRA”) Division; receive, evaluate, identify, and assign to appropriate unit/team.

Responsibilities

• Evaluate a wide range of public records request issues and provide requesters with information and services related to IPRA.
• Cook assigned activities with department team and other City Departments; provide highly responsible and complex administrative support to the IPRA Division.

Requirements

• 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.
• 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.

Qualifications

• 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.

Skills

• Excellent communication skills.
• Ability to manage multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite.
• Knowledge of public records laws and regulations.

Benefits

• Flexible work schedule.
• Health insurance options.
• Retirement plan contributions.

Pay

Competitive salary based on experience.

Schedule

Full-time position with flexible hours.