Legal Business Associate Jobs in New Mexico

INTRODUCTION

Interviews are anticipated to be conducted within two (2) weeks of closing date.

The New Mexico Department of Transportation (NMDOT) mission is to provide a safe and efficient transportation system for the traveling public, while promoting economic development and preserving the environment of New Mexico. Records and Information Management (RIMS) is responsible for the management of NMDOT's records and for responding to Inspection of Public Records (IPRA) and other records requests.

As a valued new employee to NMDOT, you may be eligible to receive three (3) days of administrative leave upon your start date. This is applicable to external hires not within the State of New Mexico Government.

ROLE AND RESPONSIBILITIES

Why does the job exist?

The Senior Business Operations Analyst performs complex research to locate records responsive to public records requests and other internal/external requests and assists the RIMS Business Operations Manager with IPRA requests on an ongoing basis. This position conducts various meetings, as required, and assists with drafting portions of RIMS' training manual and presentation materials. This position also assists with surveys and evaluations of the General Office (GO) and District Offices in order to better serve their needs. In addition to performing surveys and evaluations throughout the NMDOT, the position assists in designing the most effective methods for supporting agency needs.

This position works directly with the State Records Center and Archives (SRCA) to ensure compliance with disposition, retention and destruction policies and must have current knowledge of state regulations, including 1.21.2 NMAC - Retention and Disposition of Public Records. This position works directly with the RIMS' Business Operations Manager and the NMDOT Office of General Counsel (OGC) to complete requests for records related materials and handles daily internal/external requests from the public and from within the NMDOT.

Additionally, this position works directly with outside vendors on major scanning projects and must be knowledgeable of the latest software updates for the Electronic Document Management System (EDMS) utilized by RIMS. The Senior Business Operations Analyst will also be responsible for assisting with the training of new RIMS employees.

The primary responsibilities of this position will include:

• Independently perform research, collect, review and analyze documents responsive to IPRA requests and make recommendations to the RIMS Business Operations Manager and other coworkers regarding applicability of the documents responsive to such requests.
• Work independently on matters requiring extensive research of RIMS data (including electronic data, microfilm, microfiche, and other historic materials) to locate and provide documents and other information responsive to research and IPRA requests.
• Review RIMS monthly reporting log to evaluate needs within RIMS and determine areas of focus for implementation of more efficient services.
• Assist in scanning vital documents into EDMS and perform quality control inspections to verify and ensure accuracy and clarity of images.
• Maintain the Kofax monthly imaging log and report to RIMS Business Operations Manager on best practices approach for improving production.
• Act as one of RIMS assigned liaisons with SRCA and within the NMDOT on matters involving retention, archiving and destruction of records.
• Act as contact person for internal requests to schedule destruction of boxes and/or coordinate on-site vendors for scanning boxes of documents.
• Assist with in-person training regarding records disposition/retention protocol.
• Periodically review New Mexico Administrative Code (NMAC) rules on records management, retention and disposition in order to maintain current working knowledge of applicable provisions, principles, and procedures.
• Augment RIMS' training program by developing a presentation outlining RIMS' program resources and services relating to records management, disposition and retention.
• Prepare and conduct presentations on records related topics, as needed.
• Work with the RIMS team to develop, coordinate and conduct periodic surveys of GO and District Offices staff, and OGC staff in order to gather information that may better define agency needs, goals and utilization of RIMS' services.
• Aid in review of RIMS' records retention program and ensure compliance with certain disaster recovery and business resiliency measures.
• Assist internal and external customers with advanced research in order to locate requested records.
• Work with OGC attorneys on discovery requests involving litigation and complex tort matters.
• Assist RIMS Business Operations Manager with risk management assessments and production of documents relating to claims.
• Act as a liaison with outside vendors and RIMS' IT Application Developer to evaluate software and program needs for scanning and storing electronic data.
• Participate on RIMS interview panels to select new RIMS employees and assist in training newly hired staff to support a cross-training program within RIMS.
• Coordinate with RIMS staff to develop: (1) best practices for use and operation of EDMS; (2) a procedures manual to guide NMDOT staff in the use and operation of EDMS; and (3) evaluate both on an annual basis and update as needed.

CUSTOMERS

The NMDOT General Office and District Offices staff, NMDOT Office of General Counsel, the public and other state and local government requesters.

MINIMUM QUALIFICATIONS

Associate Degree in Business Administration, Public Administration, or Accounting and one (1) year of directly related job experience in the areas of office administration, budgeting, purchasing, finance, accounting, auditing, cash management, contract management, and/or in the procedures of business and management principles involved in strategic planning. Any combination of education from an accredited college or university in a related field and/or direct experience in this occupation totaling three (3) years may substitute for the required education and experience.

EMPLOYMENT REQUIREMENTS

Must possess and maintain a valid Driver's License. Must possess and maintain a current Defensive Driving Course certificate from the State of New Mexico or must pass and receive a Defensive Driving Course certificate as a condition of continued employment.

Business Reference check and Driver's License verification are required, and employment is conditional pending results.

WORKING CONDITIONS

Work is performed in an office setting, exposure to Visual/Video Display terminal (VDT) and extensive personal computer and telephone usage with extended periods of sitting. Some sitting, standing, bending and reaching may be required. Must be able to lift 25 lbs. Some statewide travel may be required. Periodically, work is performed under time constraints.

SUPPLEMENTAL INFORMATION

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Agency Contact Information: Tammie Padilla, (505) 709-5222. Email

For information on Statutory Requirements for this position, click the Classification Description link on the job advertisement.

Bargaining Unit Position

This position is not covered by a collective bargaining agreement.