The City of Charlotte is the largest municipality in North Carolina and the 17th largest city in the United States, with a total population of more than 872,498 citizens. A major commerce center, Charlotte hosts several of the nation’s largest banks and technology companies.
Also known as the Queen City, Charlotte is home to the Carolina Panthers, the Charlotte Hornets and the NASCAR Hall of Fame. We work hard to ensure that the community will be a winning city for everyone – a truly remarkable place to live, work, learn and play. Join us in helping to keep our City thriving, ensuring upward mobility and advancement in the workplace.
The City Clerk maintains a recorded history of government actions and provides assistance to the Mayor and Council. The Clerk's Office delivers services that connect the public to local government; some of these services include: assisting the public to address Council, managing the boards and commissions process, fulfilling public records requests, performing research and records management, promoting transparency and providing access to records.
The City of Charlotte, North Carolina, City Clerk’s Office is seeking a Public Records Specialist who has knowledge and experience in records and information management. The ideal candidate will have knowledge of relevant public records laws and best practices, be an analytical thinker who is a self-starter capable of working to lead cross-departmental teams and able to effectively manage changing priorities. The successful candidate Must have knowledge and experience in working with technology solutions used in records management and retrieval while having excellent leadership, communication, and team building skills with a strong customer-service orientation.
Major Duties and Responsibilities
1. Gathers newly received public records requests and uploads them into the City of Charlotte’s public records request system.
2. Assists departments and individuals in the gathering of responsive public records materials; review, gather, draft and redacted records to be released.
3. Maintain open communication with all departments as well as the public.
4. Respond to inquiries regarding records management practices and public records requests.
5. Generates reports of open public records requests and works with departments to ensure timely compliance with the fulfillment of these requests.
6. Proven experience maintaining confidentiality,
7. Identify what is confidential and what is public.
8. Updates and posts public records on the City of Charlotte’s Open Data Portal.
9. Identify individual custodians based on the content of the request.
10. Undergo continual education/training regarding public records and records management
11. Works closely with IT Public Records Specialist.
Knowledge, Skills & Abilities
• Leadership skills
• Time Management / Project Management
• Organizational skills
• Strong ability to prioritize
KNOWLEDGE, SKILLS, AND ABILITIES:
• Excellent leadership, communication, and team building skills, and a strong customer-service orientation
• Comprehensive knowledge of records management concepts and principles
• Knowledge and experience in working with technology solutions used in records management and retrieval
• Knowledge of relevant public records laws and best practices
• Ability to perform complex tasks following established processes.
• Comprehension of pertinent Federal, State, and local laws, codes and regulations
• Analytical thinker.
• Communicates clearly and effectively, both orally and in writing
• Ability to interpret and explain City policies and procedures
• Ability to establish and maintain effective working relationships with other employees and the public
• Demonstrated ability to work independently, take initiative, and manage changing priorities
• Ability to maintain strict confidentiality and exercise discretion and sound decision making when handling sensitive documents.
• Two-year degree with course work in Business Administration, I &T, political science, library science, information science or other related fields
• Knowledge of records management and archival best practices in a government agency
• Knowledge of records management software and technology.
• Experience with records management, document management, content management, or information management databases and/or systems
• High School diploma or equivalent with one-year relevant work experience; or an Associate’s degree; or an equivalent combination of education and relevant experience that provides the necessary knowledge, skills and abilities to successfully perform the essential job duties
• Must be detailed and multi-tasked oriented. Project management is a plus.
• Must be able to organize and track the progress of request and be able to provide routine updates.
• Ability to review a large number of records in detail to ensure sensitive information is redacted properly.
• Possess the ability to be highly involved in long- and short-term projects simultaneously
• Possess strong analytical and organizational skills
• Requires excellent writing, data, verbal, proofing/editing, and presentation skills
• Strong customer service, professional and interpersonal skills
• Command of Microsoft applications, including Word, Excel, PowerPoint, and OneDrive.
$41,945-$52,430; Commensurate with Experience
Conditions of Employment
The City’s Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.
Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate’s written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.
Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.
The City of Charlotte requires proof of COVID-19 vaccination as a condition of employment for any new City of Charlotte employees. The City is an Equal Opportunity Employer, and as such, will consider reasonable accommodations as required by law.
How To Apply
Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.
You are welcome to visit the City of Charlotte Human Resources Department lobby where we have workstations available. Our office is located at 700 East 4th Street, Suite 200, Charlotte, NC 28202. Our hours are Monday through Friday, 8 a.m. to 5 p.m. (EST), excluding official City holidays.
Anyone seeking an accommodation to apply for a job may call (704) 336-2285 for assistance or you may email questions to CityHrJobPostingsNotify@ci.charlotte.nc.us.
The City of Charlotte provides a comprehensive benefits package to all employees.
Click here to learn more about the City of Charlotte’s benefits.
The City of Charlotte is a drug and alcohol-free workplace.
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