IPRA Records Custodian - Open Records & Compliance

County of Otero; Alamogordo (NM); On-site; USD 52,000 - 76,000; Full time

Job summary

The County of Otero seeks an IPRA Records Custodian to serve as the designated public records custodian under IPRA, receiving, logging, processing, and responding to all requests within statutory timeframes. This position coordinates record retrieval across County departments and applies confidentiality requirements consistently.

The role requires maintaining accurate records, advising departments on IPRA obligations, and collaborating with the County Attorney’s Office to ensure defensible

Qualifications

• Knowledge of the New Mexico IPRA and related open-government law.
• Familiarity with confidentiality statutes such as HIPAA, CYFD, and CJIS.
• Excellent written communication and ability to draft clear correspondence.

Responsibilities

• Serve as the County’s designated IPRA records custodian and post custodian contact information as required by statute.
• Receive and log public records requests in all permitted forms and log date/time received.
• Acknowledge receipt and issue statutorily required responses within three business days.
• Route requests to appropriate departments and coordinate timely retrieval of records.
• Review records for applicable exemptions and prepare redactions in consultation with the County Attorney.
• Calculate and communicate fees for inspection and copying per the statute and fee schedule.
• Maintain a centralized IPRA request log reflecting status and deadlines; document denials with statutory basis.
• Draft and issue written denial letters with citations to the applicable law.
• Advise departments and elected officials on IPRA obligations and retention requirements.
• Coordinate with records liaisons and preserve electronic records including email and footage where applicable.
• Maintain confidentiality of exempt material and ensure secure handling of sensitive information.
• Prepare periodic IPRA workload and trend reports for leadership.
• Stay current on amendments and guidance related to IPRA and public records law.

Skills

Organizational skills

Written communication

Discretion and confidentiality

Professionalism

Interpersonal skills

Education

Associate's degree in public administration or related field

Bachelor's degree preferred

Tools

Microsoft Office

Records management software

Document imaging / redaction software

Job description

The County of Otero seeks an IPRA Records Custodian to serve as the designated public records custodian under IPRA, receiving, logging, processing, and responding to all requests within statutory timeframes. This position coordinates record retrieval across County departments and applies confidentiality requirements consistently.

The role requires maintaining accurate records, advising departments on IPRA obligations, and collaborating with the County Attorney’s Office to ensure defensible