Position Classification Description

Position Class Code / Title: C6000 / Custodian of Public Records
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 14
HR Review/Approval:RVIEW

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.


Coordinates and facilitates the institution's compliance to the New Mexico Inspection of Public Records Act (IPRA) and the federal Freedom of Information Act (FOIA). Serves as the primary point of contact regarding public records and provides guidance and expertise to University constituents in support of compliance to the law. Monitors incoming requests, identifies appropriate sources of information, redacts confidential information, and oversees the submission of responses. Supervises staff.

Duties and Responsibilities

  1. Oversees, coordinates and ensures requests to inspect public records are responded to in a timely manner; identifies sources of information and communicates with University constituents at all levels to facilitate appropriate responses within statutory deadlines.
  2. Serves as the primary point of contact for all internal and external constituencies regarding requests for public records.
  3. Provides consultation and guidance to University constituents and leaders regarding compliance with federal and state regulations regarding the release of public records.
  4. Collaborates with University legal counsel to ensure responses comply with all appropriate exceptions; uses effective judgment to redact confidential information from public records where protected by federal or state laws.
  5. Monitors and manages the University's public records portal used for incoming requests and tracks pending responses; writes responses to requests, as appropriate, and oversees the compilation, review, and release of public records.
  6. Supervises personnel which typically includes recommendations for hiring, firing, performance evaluation, training, work allocation, and problem resolution.
  7. Participates in the development and execution of departmental goals and objectives.
  8. Recommends and participates in the development of university policies and procedures; may serve on university planning and policy-making committees.
  9. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • Bachelor's degree; at least 5 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Skill in interpreting, applying, and explaining laws, rules, and regulations.
  • Knowledge of federal and state laws, regulations, and standards for management and disclosure of public records.
  • Ability to use independent judgment and to manage confidential information.
  • Ability to supervise and train employees, communicate effectively, organize, prioritize and schedule work assignments, contributing to a collaborative work environment.
  • Knowledge of current and developing legal issues and trends in area of expertise.
  • Highly skilled in prioritizing and completing multiple tasks of varying complexity and urgency in a timely and efficient manner.
  • Knowledge of reporting requirements and regulations pertaining to public institutions of higher education.
  • Ability to work independently, as a team member, and/or as a team leader.
  • Highly developed organizational skills and attention to detail.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to develop successful collaborative relationships at all levels within the organization.
  • Ability to develop and deliver effective training materials to faculty and staff within area of professional specialty.

Working Conditions and Physical Effort

  • No or very limited exposure to physical risk.
  • No or very limited physical effort required.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 08/28/2018