IPRA Intake Specialist

Plan, prioritize, assign, and supervise the intake and initial processing of public records requests for the Inspection of Public Records (“IPRA”) Division; oversee assigned intake staff, manage workflow and workload distribution, and ensure the timely, accurate, and legally compliant processing of all levels if IPRA requests. 

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.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.

1. Plan, assign, supervise, and evaluate in the work of staff responsible for performing complex administrative, clerical, and intake functions in support of the IPRA Division.
2. Direct, and oversee the operation of the City’s digital public records request portal (Next Request) ensuring intake, assignment, tracking and timely processing of all IPRA requests. 
3. Supervise and coordinate IPRA intake operations, including reviewing, prioritizing, and assigning public records requests to appropriate units or staff based on complexity, legal requirements, and workload considerations. 

1. Develop and manage staff schedules and work assignments for IPRA related cases, monitor workflows, and reallocate resources as needed to meet statutory deadlines and operational standards. 
2. Assess service delivery methods, intake workflows and operational procedures; recommend and implement improvements, and collaborate with management on resources planning and approved process enhancements. 

1. Oversee the maintenance of detailed and accurate IPRA records, and prepare, review, and submit required operational statistical, and management reports for internal and external reports.
2. Manage and improve department filing systems, records, and rosters; design, implement, and modify recordkeeping and document management processes to enhance efficiency, accessibility, and legal compliance. 
3. Review and approve documentation related to the purchase, reproduction, and production of public records, ensuring accuracy, completeness, and adherence to legal and financial, and City requirement. 

1. Evaluate complex and sensitive, or high-risk public records issues and provide authoritative guidance to staff, requesters, and City departments regarding IPRA requirements, exemptions, timelines, and response obligations. 
2. Analyze, workload and performance metrics; including intake volume, response times, and staffing metrics; balance workloads to ensure timely, equitable, and compliant processing. 
3. Supervise advanced research and records retrieval activities across multiple databases and systems; coordinate with City departments to obtain, review, and produce public records of varying types and complexity. 
4. Serve as the primary liaison for the IPRA Division to the public, City departments and divisions, external agencies regarding public records intake and processing.
5. 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.
6. Coordinate and oversee special research projects and respond to complex or high-level information requests from management and other stakeholders. 
7. Select, train, and supervise staff; coordinate and assign work activities and projects; monitor workflow; review and evaluate work products, methods and procedures; met with staff to identify and resolve problems. 

SUPPLEMENTAL FUNCTIONS

1. Attend and participate in professional group meetings; stay abreast of new trends and innovations to IPRA and public records management. 
2. May have to retrieve evidence from crime lab.
3. Coordinate and participate in special projects and events to department efficiency.
4. Perform related duties and responsibilities as required.

Education and experience directly related to the minimum requirements below may be interchangeable on a year for year basis.

Associates degree from an accredited university or college in office administration, business administration, legal studies, criminal justice or a related field; and
 
Five (5) years of public records administration, legal or regulatory compliance, records management, case or document processing management, administrative operations; and

To include one (1) year supervisory experience. 
 
Experience working with public records, IPRA, or Freedom of Information Act (FOIA) preferred.
 
ADDITIONAL REQUIREMENTS:

Possession of a valid Driver's License or the ability to obtain by date of hire. 

Possession of a City Operator's Permit (COP) within 6 months from date of hire.Environmental:
Office environment, exposure to computer screens; may drive from site to site.
 
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.