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 Public Records Program Manager/Lead Clerk is a highly professional position that reports directly to the City Clerk, who is an appointed official and reports to City Council. The work of the Public Records Program Manager/Lead Clerk may include researching Council issues; providing staff direction and oversight; and serves as acting City Clerk in the absence of the Clerk.
As a part of the official duties of the office, the Public Records Program Manager/Lead Clerk provides services to assist the Clerk and processes and manages many vital official City records such as resolutions, ordinances, and requests for Council action.
Major Duties and Responsibilities
- Supervises the daily activities of the records program and two administrative staff
- Interacts with employees / citizens / various elected officials
- Attends designated meetings of City Council, as needed
- Availability to work regularly scheduled & special meetings of City Council, as needed
- Maintains official City documents and records according to state law; prepares documents for archival storage and disposition; adheres to established records retention and disposition policies and procedures
Oversee the continued development, administration and implementation of the citywide public records request program including:
- Managing the citywide records request process, which includes tracking and recording public records requests, and working directly with requestors to facilitate their request
- Coordinating with the appropriate departmental liaisons, city management and communications staff, to ensure fulfillment of records requests
- Consistently seeking ways to improve efficiency, transparency, and responsiveness by analyzing data and process
Oversee the continued development, administration, and implementation of the citywide records management program including:
- Identifying areas of need in order of priority to maintain and improve the preservation, storage, retention, and disposition of records as specified by Federal, State and Municipal regulations
- Working with departmental liaisons and their records management teams to provide hands on coaching, training, and guidance in the area of records management
- Seeking opportunities for organization-wide efficiencies through the use of current technology options
- Moving the organization forward from policy to process, working closely with upper management on scope and direction and throughout various levels of the organization on aspects of the program
- Creating a standard of consistency across all departments in records management practices
- Planning, budgeting, and managing the citywide program
Knowledge, Skills & Abilities
- Excellent leadership, communication, coaching, and team building skills, and a strong customer-service orientation
- Knowledge and experience in records and information management, program development and improvement
- Knowledge and experience in working with technology solutions used in records management and retrieval
- Certified or working toward certification as: IIMC Certified Municipal Clerk, NC Certified Municipal Clerk and/or GARA Certification
- Experience with office management tasks
- Knowledgeable of governmental practices
- Demonstrate excellent oral & written communication skills
- Ability to exercise critical thinking / strategic planning / management analysis within limits of position& legal requirements
- Ability to multi-task & handle multiple projects
- Municipal Clerk Certification
High School Graduate or Equivalent and seven years related work experience
Associate's Degree and five years related work experience
Bachelor's Degree and three years related work experience
Master's Degree and one year related work 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.
The City of Charlotte is an Equal Opportunity Employer.
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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