JOB
Coordinate the intake of public records requests for the Inspection of Public Records (“IPRA”) Division; receive, evaluate, identify, and assign to appropriate unit/team. Evaluate a wide range of public records request issues and provide requesters with information and services related to IPRA. Coordinate assigned activities with department team and other City Departments; provide highly responsible and complex administrative support to the IPRA Division.
Job descriptions are intended to present a general list of tasks/duties performed by employees within this job classification. Job Descriptions are not intended to reflect all duties performed within the job. EXAMPLE OF DUTIES
ESSENTIAL FUNCTIONS: Essential functions may include, but are not limited to the functions listed below. Must be able to perform the essential functions of the job with or without a reasonable accommodation.
-
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.
-
Provide 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
SUPPLEMENTAL FUNCTIONS
-
Attend and participate in professional group meetings; stay abreast of new trends and innovations to IPRA and public records management.
-
Perform related duties and responsibilities as required.
-
Coordinate and participate in special projects and events to department efficiency.
SUPPLEMENTAL INFORMATION
Environmental:
Office environment, exposure to computer screens.
Physical:
Essential and supplemental functions may require maintaining physical condition necessary for sitting, walking or standing for prolonged periods of time; light lifting and carrying.
