Records and IPRA Analyst MVRDA

Under general supervision, the Records and IPRA Clerk maintains, compiles, and disseminates agency records, adhering to all local, state, and federal regulations. Reviews documents for protected information in compliance with the Inspection of Public Records Act (IPRA) Law and performs a wide range of administrative and financial support, functions, and tasks.

Environmental Factors

Work is performed indoors in an office environment and records storage facility/warehouse which includes exposure to potential allergens, dust, and debris.

Physical Factors

Moderate physical demands including the ability to lift and carry items weighing up to forty (40) pounds and balancing, bending, stooping, climbing, crouching, kneeling, and reaching above shoulder height. Desk work requires frequent use of a personal computer. Sufficient communication capabilities, personal mobility, and physical reflexes sufficient to effectively and efficiently perform essential job functions.

Work Situation Factors

Position involves competing demands, performing multiple tasks, working to deadlines, occasional work beyond normal business hours, and responding to customer issues. Regular attendance is an essential function of this job to ensure continuity of services. Position is subject to drug testing in accordance with applicable State and Federal regulations and MVRDA policies

Fulltime, regular, non-exempt position with the Mesilla Valley Regional Dispatch Authority (MVRDA).

Fulltime, regular positions are eligible for MVRDA sponsored benefits.

• Processes public records requests in compliance with the Inspection of Public Records Act (IPRA) and other local, state, and federal laws; delivers correspondence in a timely manner to the requesters until the request is fulfilled.
• Compiles and conducts legal review of the documents provided for privileged information; uses and employs multiple software applications to apply redactions depending on the file type.
• Processes incoming department records, temporary or permanent department record withdrawals, and the destruction of records; follows local, state, and federal guidelines to maintain and retain the 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 following established procedures.
• Receives, sorts, verifies, categorizes, and enters data into computer tracking systems to ensure integrity and accuracy of records maintenance and retention; performs extensive work in software platforms.
• Assists and supports customers by providing information and assistance within scope of authority regarding requests for information; 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 to provide accurate and timely information as requested; reviews documents and data for compliance and accuracy; prepares documents for appropriate filing and recording.
• Assists with the development of procedures related to the storage and retrieval of records, imaging procedures, and processes to maintain records electronically and electronic retention schedules.
• Trains employees for records management functions and public records processes and procedures in compliance with the Inspection of Public Records Act (IPRA) and other local, state, and federal laws.
• Collaborates, assists, and supports all departments with records management functions and activities to facilitate compliance and provide training, insight, recommendations, and standards for the organization regarding maintenance of records and pertinent documents.
• Maintains current on all retention schedules, disposal regulations, and general storage guidelines; keeps accurate and up-to-date records.

High School Diploma, or equivalent, plus two (2) years of experience in an office setting performing general administrative support duties. Preference may be given for experience in records management. A combination of education, experience, and training may be applied in accordance with MVRDA policy.

Licenses/Certification(s)

Valid driver’s license may be required or preferred. If applicable, position requires an acceptable driving record in accordance with MVRDA’s policies.

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, practices, techniques, activities, rules, and regulations related to the operations and functions of the position and services provided; current principles of record keeping and records management; 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; current methods and standards for preparing effective business correspondence; correct English usage, grammar, composition, spelling, punctuation and vocabulary; business and personal computers and related software applications; MVRDA organization, operations, policies, and procedures to effectively perform the required functions and duties of the position.

Ability to: process sensitive information, prolonged exposure to graphic and/or disturbing content including but not limited to 911 phone calls, radio traffic and scene imagery, perform a variety of duties and responsibilities and assess and prioritize multiple tasks, projects, and demands to meet deadlines; ensure appropriate levels of customer service to achieve expectations and meet objectives; read, understand, and assure compliance with a variety of policies, procedures, rules, standards, and regulations governing related activities and functions; collect applicable information and maintain accurate and timely records; maintain confidentiality of information and data; communicate effectively orally and in writing and use interpersonal skills to sufficiently exchange or convey information and receive work direction; prepare and present accurate and reliable information and reports; establish and maintain effective and appropriate working relationships with employees, other agencies, and the public; safely and effectively operate relevant tools, equipment, and motorized vehicles; navigate across even and uneven surfaces; timely and accurately enter data and update records using various mediums and formats; take initiative and exercise sound independent judgment within established procedural guidelines and carry out primary responsibilities in accordance with all governing regulations, statutes, and procedures to ensure achievement of goals and objectives.

Skills in: 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.