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. 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.
Also known as the Queen City, Charlotte is home to the Charlotte Douglas International Airport which ranks as the 5th busiest airport in the United States and serves as a HUB for American Airlines. With a forward-thinking philosophy and a focus on constant growth, CLT sees itself as an Airport of the future.
Overview
Function
The Records Retention and Disposition Coordinator assists the Record and Information Manager with the development, administration, maintenance, and management of document and records management systems for the Aviation Department at the Charlotte Douglas International (CLT) Airport.
Summary
The position also coordinates the response and fulfillment process for public information requests assigned to and/or received by the Aviation Department. The Records Retention and Disposition Coordinator will demonstrate leadership and technical skills through effective communication and collaboration, proper use of team resources, progressive decision-making, personal accountability, and responsibility. Work is evaluated based on results, observation, discussion with the Records and Information Manager and customer feedback.
Major Duties and Responsibilities
• Assist with the implementation and maintenance of physical and electronic records located in various locations throughout the Airport campus, off-site storage centers and within electronic data management systems. Act as a subject matter expert for storing and retrieving records upon request. Process physical and electronic record search requests accurately and in a timely manner.
• Coordinate the development and implementation of records management retention schedules program for Airport divisions. Monitor and interpret current legislative and regulatory frameworks to ensure information compliance. Coordinate the destruction of records in accordance with retention schedule and legal holds.
• Administer the application of industry best practices to metadata standards, file naming conventions, maintaining accurate inventories, dispositioning records upon retention expiration, routine audits, and recording purge/destruction efforts.
• Manages physical archives and other storage areas to ensure efficiency of storage, preservation of materials, and to maintain security levels. Periodically perform needs assessment for records storage. Advocate for industry best standards for physical records storage. Coordinate the transition from paper to electronic records management systems, where appropriate.
• Coordinate the retrieval of documents for complex audits and legal proceedings involving property ownership, construction, and financial records as needed.
• Control the fulfillment process for public requests following State and City requirements. Coordinate with division representatives to fill requests accurately and in a timely manner. Log all requests into the City and the department’s public records request control systems and provide status reports upon the request.
• Manage Department-wide shredding activities. Act as a point of contact for bulk shredding needs. Coordinate pickups with vendors providing on-site shedding. Audit invoices for payments and ensure timely transactional acknowledgement of services performed.
• Represent Aviation Records Management at meetings, both internally and externally, sharing expertise and best practices and undertaking other duties at the same level of responsibility as required.
• Perform annual review/updates on retention schedules for all Aviation Divisions/sections by interviewing staff and conducting inventories of records.
• Performs audits of commercial records storage locations.
• Provide advice and support to Aviation staff about standards and best practices in recordkeeping for both paper and electronic records.
• Perform other duties as assigned.
Knowledge, Skills & Abilities
Knowledge of:
• Principles, practices, methods, and techniques of document and records management and control
• Legal requirements of records retention and management
• Computer and database applications used in document management programs
• Document and contract management systems and technologies and related processes, equipment, and quality standards
Skill in:
• Communication with diverse groups of employees and customers with a wide variety of needs
• Computer literacy and proficiency with Microsoft Office Suite including current version of Charepoint
• Organization, attention to detail, and accuracy
Ability to:
• Think strategically and act independently
• Use document and contract management systems efficiently
• Assist with preparation of reports and other written materials
• Develop effective relationships with co-workers and stakeholders with a focus on customer service
Preferred Qualification
- Master’s Degree or Bachelor’s Degree with one year of experience, Associate’s Degree with three years of experience, High School Diploma or Equivalent with five years of experience.
- Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities
Minimum Qualifications
High School Graduate or Equivalent and three years related work experience
OR
Associate'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
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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