Records Specialist

Job Posting Title:
Records Specialist
Department:
Legal
Location:
415 SILVER AVE SW
Pay:
$18.15 - $25.73
Closing Date:
11/01/2024
Employees at Bernalillo County enjoy the ability to team up with each other to build a high quality of life for our county residents, communities, and businesses. In addition to being an organization with a strong focus on work-life balance, building a culture of flexibility, learning, and belonging the County offers many benefits. Employees of Bernalillo County enjoy many thoughtful rewards such as, but not limited to generous leave accruals; career development opportunities; remote & flex-work options as appropriate; longevity pay; education assistance program; health benefits; lucrative retirement; and so much more.
Under general supervision, perform administrative duties in support of a department. Assist department in directing, assigning and developing procedures that pertain to the operations of the department or County as a whole.
LEGAL
Records Specialist (IPRA Technician) will perform administrative support tasks to assist department with record management programs, public records requests, and maintenance of official records. Assist with training staff in records management, including assist in development of training materials to meet users' needs, schedules, and coordinates training sessions.
DUTIES AND RESPONSIBILITIES
FUNCTIONAL AREAS
1. Perform audits to ensure accuracy.
2. Responsible for establishing and maintaining official documents and records in appropriate files, both manual and computer.
3. Ensure appropriate records, files and other official documents are maintained and disseminated in accordance with County, State and Federal laws, records retention policies and procedures.
4. Act as a liaison between the department and other agencies.
5. Incumbent(s) in this classification may handle sensitive and/or confidential records, plans, documents or decisions that require maintaining confidentiality of sensitive information.
6. Any one position may not include all duties listed. However, the allocation of positions will be determined by the amount of time spent performing the essential duties listed above.
LEGAL
WORKING TITLE: IPRA TECHNICIAN
1. Plan, organize and coordinate the Inspection of Public Records Act (IPRA) requests and activities of the Bernalillo CountyOffice; act as the central records custodian for the Bernalillo County; ensure distribution and compliance with IPRA requests is in accordance to State law.
2. Participate in the development and implementation of IPRA goals, objectives, policies, and priorities; recommend and implement resulting policies and procedures.
3. Serve as the central IPRA liaison for the Bernalillo County with other County departments, divisions, outside agencies and the general public; recommend resolution to sensitive and controversial issues.
4. Serve as the liaison between the County Council and the County Legal Department to compile all new and amended Resolutions and Ordinances for codification with American Legal Publishing.
5. Maintain all official County records and archives, review for accuracy.
6. Assist in researching and responding to various information requests and inquiries from County departments, divisions, outside agencies and the general public.
7. Provide and coordinate IPRA and Open Meetings Act training in accordance with State and County laws for all County Departments and Divisions.
8. Will be required to respond to public inquiries received from Next Request Portal; provide information as requested within the area of assignment.
9. Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of Inspection of Public Records.
10. Assist in the compliance with the Open Meetings Act.
11. Incumbent(s) in this classification may handle sensitive and/or confidential records, plans, documents or decisions that require maintaining confidentiality of sensitive information.
12. Any one position may not include all duties listed. However, the allocation of positions will be determined by the amount of time spent performing the essential duties listed above.
*The above information on this job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities required of all employees assigned to this job.
MINIMUM QUALIFICATIONS
1. High School Diploma or GED, and two (2) years of related work experience in business administration, library science, customer service, inventory control, records management, or a related field. Any equivalent combination related to education and/or experience may be considered for the above requirements.
ADDITIONAL REQUIREMENTS
The offer of this Bernalillo County position requires compliance with the following:
1. Employee must successfully complete the post-offer employment medical examination and background investigation.
2. Employee must comply with the safety guidelines of the County.
3. Employee must complete required FEMA training(s) as assigned to position.
4. Employee must complete required Supervisor classes if applicable.
WORKING CONDITIONS
1. All essential duties are performed indoors.
2. Duties are performed in a temperature-controlled environment.
3. Duties are performed on an even surface, which may be carpeted or tile. Working surface is typically dry.
4. Works with minimum supervision.
EQUIPMENT, TOOLS AND MATERIALS
1. Equipment typically used in the performance of office duties include telephone, computer terminal, computer printer, computer keyboard, typewriter, photocopy machine, fax machine and calculator.
2. Materials and products handled in the course of performing essential duties include files, forms, reports, various other paperwork, and a wide variety of basic office supplies.