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Public Records Specialist #2209-200300-04

Date Opened
Wednesday, September 21, 2022 3:00 PM
Close Date
Wednesday, September 28, 2022 3:00 PM
Section
Clerk's Office
Salary
  • $41,945-$52,430; Commensurate with Experience
Employment Type
  • Full Time

Introduction

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.

Overview

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.

Function

Administrative

Summary

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

COMPETENCIES:
Leadership skills
Time Management / Project Management
Detail-oriented
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.

Preferred Qualification

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

Minimum Qualifications

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.

Salary

$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

Apply online.

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.

Benefits

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.

In Conclusion

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