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.
The Administrative Officer Lead analyzes, processes, and responds to public records requests in compliance with North Carolina General Statutes and City of Charlotte Policies. This important position serves as the main point of contact for parties requesting public records and coordinates with various departments to ensure those requests are fulfilled. The Administrative Office Lead works with all stakeholders, including citizens in the community. This position is under the direct supervisor of legal counsel, evaluates whether any record or part of a record is exempt, redacts records accordingly, and prepares appropriate responses.
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.
ADA and Other Requirements
Positions in this class typically require fingering, grasping, talking, hearing, seeing, and repetitive motions.
- 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.
Work is performed in an indoor office environment with moderate exposure to atmospheric conditions; moderate exposure to environmental conditions (such as officers, community members, victims, etc.); and frequent exposure to computer screens, files and phone. Must be able to multi-task and work in a fast-paced environment.
Completion of Juris Doctorate Program from an accredited school of law.
4+ years’ experience working with data processing, hosting, and analysis as a litigation support specialist, data production specialist, litigation paralegal, or legal assistant
3-5 years of eDiscovery experience.
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 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.
If you have technical issues submitting your application, click here.