Under general supervision, the Public Information Request Specialist receives information requests from the public and processes responses and documents. Follows all information request protocols, reviews documents for protected information, and performs a wide range of administrative 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 City of Las Cruces policies.

FIRST CONSIDERATION MAY BE GIVEN TO CURRENT CITY OF LAS CRUCES EMPLOYEES WHO MEET THE MINIMUM QUALIFICATIONS.

Meeting or exceeding the minimum qualifications does not guarantee an invitation to participate in the process.

Full-time, regular, non-exempt.

Position is graded an RN13.

Processes public records requests and fulfills information and document requests; delivers correspondence in a timely manner to the public.
Assists with handling and monitoring 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 in accordance with established procedures.
Receives, sorts, verifies, categorizes, and enters data into computer tracking systems to ensure integrity and accuracy of records maintenance and retention.
Assists and supports customers by providing information and assistance within scope of authority regarding requests for information; processes public record requests.
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.

High School Diploma, GED, plus one (1) year of experience in an office setting performing general clerical, secretarial, or administrative support duties. Preference may be given for records management experience. A combination of education, experience, and training may be applied in accordance with City of Las Cruces policy.

Licenses/Certification(s)
Valid driver’s license may be required or preferred. If applicable, position requires an acceptable driving record in accordance with City of Las Cruces policies.

Knowledge of: 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; New Mexico statutes on public records; 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; City organization, operations, policies, and procedures to effectively perform the required functions and duties of the position.

Ability to: 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.

City of Las Cruces

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Public Information Request Specialist