Administrative Officer Lead #2309-200900-01
Police Attorney's Office
- Date Opened
- Wednesday, September 13, 2023 8:00 AM
- Close Date
- Wednesday, September 27, 2023 11:59 PM
- Section
- Police
- Salary
- Maximum Salary $85,000 w/completion of Juris Doctorate Program. All others $69,000 - $85,000
- Employment Type
- Full Time
Overview
The City of Charlotte is the largest municipality in North Carolina and the 15th largest city in the United States, with a total population of more than 897,000 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.
Summary
Major Duties and Responsibilities
- Implement procedures, guidelines, and controls for storage, retrieval, tracking and filing of active and inactive records.
- Assist in all aspects of public records requests, from preservation and data collection through document review, redactions, and production.
- Organize, index, and oversee public records files.
- Implement, administer, and facilitate staff training as needed.
- Monitor and maintain compliance with laws and regulations related to public records.
- Manages the public records request process and responses.
- Reviewing records requests to determine potential scope.
- Analyze and subjectively review documents for substance and confidentiality.
- Electronically review documents in complex matters.
- Corresponds verbally or in writing with requesting parties to facilitate public records requests.
- Coordinate with division liaisons, department administration and legal department in fulfilling public records requests.
- Identifies confidential, exempt, and sensitive information in responsive records, performs and coordinates redaction of applicable information.
- Train supporting department records custodians on use of public records request program.
- Identify and prioritize areas of improvement in the preservation, storage, retention, and disposition of records as specified by Federal, State, and local records retention policies.
- Design, develop, and execute workflow strategies.
- Documents and tracks all dates relevant to public records requests.
- Establish standard, consistent processes for public records and document reviews.
- Serves as the administrator of the public records management system or database.
- Provide review and quality control for record production tasks.
- Serves as a first line supervisor over the Public Records Unit.
- Performs other duties as assigned.
Knowledge, Skills & Abilities
- Coordinate the city-wide records management program.
- Train and assist other staff in records management practices and procedures.
- Research, evaluate, recommend, and implement solutions for records and related information management issues.
- Establish and maintain a variety of filing, record-keeping, and tracking systems.
- Proofread documents with a high level of accuracy.
- Applying analytics to large datasets.
- Understand and follow oral and written instructions.
- Critical thinking skills and ability to retain complex work direction.
- Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to the work performed.
- Independently organize work, set priorities, meet critical deadlines, and follow up on assignments
- Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
- Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
- Principles, practices, methods, and techniques of records and information management programs.
- Record keeping practices, including records management systems, policies, principles, standards, and best practices for the identification, description, classification, organization, storage, protection, retention, and disposition of records.
- Automated records and information management and imaging software.
- Imaging technologies and policies, principles, and procedures involved in electronic records management.
- Document and data recovery standards, techniques, and archival preservation methods
- Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to the assigned area of responsibility.
- City and mandated safety rules, regulations, and protocols.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and department staff.
- Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
- Essential and marginal functions may require maintaining physical condition necessary for sitting, standing, climbing, or walking extended periods of time.
- Light to moderate lifting and carrying; some crouching, stooping, squatting, crawling, reaching, pushing, and pulling when performing tasks. Adequate vision, hearing, and speech required.
- Concentrated and attentive use of one or more senses (visual, audio, and other sensory modalities) for proof reading, data entry, tabulating data
- Ability to operate in an environment with frequent interruptions from people and or noises, which in return could result in some level of stress, fatigue, or strain.
- Comprehensive of written information in work related documents
- Ability to hear, understand, and distinguish speech.
Preferred Qualification
Minimum Qualifications
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 is an Equal Opportunity Employer.
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