IPRA Intake Specialist

City of Albuquerque•Albuquerque, NM

About The Position

The IPRA Intake Specialist plans, prioritizes, assigns, and supervises the intake and initial processing of public records requests for the Inspection of Public Records (IPRA) Division. The role oversees assigned intake staff, manages workflow and workload distribution, and ensures timely, accurate, and legally compliant processing of requests. The position directs the City’s digital public records request portal, Next Request, and coordinates intake operations, staffing, records management, reporting, research, and records retrieval. It provides guidance on complex or sensitive IPRA matters, serves as a liaison with the public and other organizations, and develops and delivers intake and compliance training. The role also selects, trains, supervises, and evaluates staff and participates in special projects and professional groups.

Requirements

Associate degree from an accredited university or college in office administration, business administration, legal studies, criminal justice, or a related field.
Five years of experience in public records administration, legal or regulatory compliance, records management, case or document processing management, or administrative operations.
At least one year of supervisory experience.
Education and experience directly related to the minimum requirements may be interchangeable on a year-for-year basis.
Possess a valid driver's license or be able to obtain one by the date of hire.
Obtain a City Operator's Permit (COP) within six months of the date of hire.
Be able to perform the essential functions with or without reasonable accommodation.

Nice To Haves

Experience working with public records, IPRA, or the Freedom of Information Act (FOIA).

Responsibilities

Plan, assign, supervise, and evaluate staff performing administrative, clerical, and intake functions for the IPRA Division.
Direct and oversee operation of the City’s Next Request public records portal, including intake, assignment, tracking, and timely processing.
Review, prioritize, and assign public records requests to appropriate units or staff based on complexity, legal requirements, and workload.
Develop staff schedules and work assignments, monitor workflow, and reallocate resources to meet statutory deadlines and operational standards.
Assess service delivery methods, intake workflows, and procedures; recommend and implement improvements and collaborate with management on resource planning and approved process enhancements.
Maintain detailed and accurate IPRA records and prepare, review, and submit operational, statistical, and management reports.
Manage and improve department filing systems, records, and rosters; design and modify recordkeeping and document management processes.
Review and approve documentation related to purchasing, reproducing, and producing public records for accuracy, completeness, and compliance with legal, financial, and City requirements.
Evaluate complex, sensitive, or high-risk public records issues and provide guidance on IPRA requirements, exemptions, timelines, and response obligations.
Analyze intake volume, response times, staffing, workload, and performance metrics; balance workloads to support timely, equitable, and compliant processing.
Supervise advanced research and records retrieval across multiple databases and systems and coordinate with City departments to obtain, review, and produce records.
Serve as the IPRA Division’s primary liaison to the public, City departments and divisions, and external agencies regarding intake and processing.
Develop and deliver IPRA intake and compliance training for staff and community partners; provide technical guidance, respond to inquiries, and support special projects and cross-department workgroups.
Coordinate and oversee special research projects and respond to complex or high-level information requests from management and other stakeholders.
Select, train, and supervise staff; assign work and projects; monitor workflow; review and evaluate work products, methods, and procedures; and meet with staff to identify and resolve problems.
Attend professional group meetings and stay informed about trends and innovations in IPRA and public records management.
Retrieve evidence from the crime lab when required.
Coordinate and participate in special projects and events to improve department efficiency.
Perform related duties and responsibilities as required.