Records and IPRA Clerk

About the role

The Records and IPRA Clerk processes public records requests in compliance with the Inspection of Public Records Act (IPRA) and other local, state, and federal laws. They compile and conduct legal review of documents for privileged information, process incoming department records, and assist customers by providing information and assistance.

Responsibilities

• Processes public records requests in compliance with IPRA and other laws
• Delivers correspondence to requesters until the request is fulfilled
• Compiles and conducts legal review of documents for privileged information
• Uses and employs multiple software applications to apply redactions depending on the file type
• Processes incoming department records, temporary or permanent record withdrawals, and the destruction of records
• Follows local, state, and federal guidelines to maintain and retain 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
• Sorts, verifies, categorizes, and enters data into computer tracking systems
• Assists and supports customers by providing information and assistance within scope of authority
• 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
• Trains incoming Records Clerk employees for records management functions and public records processes and procedures

Requirements

• High School Diploma, GED, plus two (2) years of experience in an office setting performing general administrative support duties
• Experience in records management is preferred
• Experience in filling IPRA requests is preferred
• Valid driver's license may be required or preferred

Qualifications

• 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 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
• Business and personal computers and related software applications
• City organization, operations, policies, and procedures

Skills

• Reading, understanding, and applying relevant rules, ordinances, codes, regulations, policies, and procedures
• Effectively managing assignments
• Responding to inquiries timely and within the scope of delegated authority
• Responding appropriately, maintaining objectivity and freedom from prejudice, and exercising sound judgment and understanding in all interactions
• Effectively working independently, or as a team member, in various environments with changing priorities
• Preparing and presenting various reports, documents, forms, and correspondence
• Researching information, analyzing data, maintaining accurate records, and updating information in various mediums and formats
• Operating a personal computer with installed generic and specialized software
• Preparing and presenting information in a clear and concise manner
• Demonstrating appropriate and effective interpersonal communication and conflict resolution skills
• Performing highly effective support in assigned areas