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 Records and Data Coordinator (Human Resource Specialist) will be assigned to CMPD Human Resources Division and is devoted to providing the full scope of human resources services to the City as well as management consulting and organizational development activities. This position will provide advanced paraprofessional work, typically working independently to perform the most complex human resources support and transactional functions.
Major Duties and Responsibilities
• Provides clerical and technical support related to the receipt, review, processing, retrieval, and/or storage of official records, documents, data, and information.
• Receives and prepares a variety of documents and data for storage and retrieval; reviews documents and information for completeness; requests missing information or proper completion of forms; organizes and prepares documents for scanning and electronic storage.
• Performs data entry and/or imports data in records management system; reviews information and data for accuracy; makes error corrections; sorts, prints, and/or distributes document information.
• Provides internal and external customer service support and responds to questions, concerns, and information requests; forwards technical/advanced requests to appropriate resources; verifies the appropriate and authorized release of the requested information.
• Provides human resource transaction processing support; reviews completed paperwork and forms to ensure thorough completion and compliance with applicable rules and regulations; enters, updates and/or verifies system data related to planning enrollment, changes, terminations, distributions, claims, and/or other elections or requests; reviews and provides completed paperwork and information to payroll for further processing.
• Reviews and reconciles invoices; processes refunds; prepares estimates; transmits data files; scans forms and sends to vendors; prepares schedules; and/or provides related administrative office support.
• Deliver metrics, key risk, and key performance indicators used for CMPD HRD Leadership reporting, HR risk management, and continuous improvements for the division. Create educational content to train/inform employees of the City of Charlotte.
• Assists in planning, scheduling, and coordinating space arrangements and materials for special events, new hire onboarding, benefit enrollments, orientations, workshops, and/or ad hoc training meetings; provides administrative support for special projects.
• Maintains confidential files, records, data, and documentation.
• Serves as the Administrator for the employee dashboard, access card system, and the employee records system.
• Performs other duties as assigned.
Knowledge, Skills & Abilities
• Standard practices, methods, and materials of assigned work.
• Business math concepts.
• Filing and record-keeping principles.
• Occupational hazards and applicable safety principles and practices.
• Uses and properties of supplies and equipment.
• Applicable federal, state, and local laws, codes, and regulations (based on assignment).
• Customer service principles.
• Specialized equipment relevant to the area of assignment.
• Modern office technology.
• Coordinating deadlines and prioritizing competing demands.
• Performing basic original research, compiling and assembling data.
• Following directions and meeting standards.
• Providing attention to detail in assignments.
• Proofreading and error correction.
• Business math computations.
• Exercising confidentiality.
• Organizing and maintaining records and files.
• Maintaining and updating data and documentation.
• Comprehending reference books and manuals.
• Scheduling meetings and events, determining logistics, and making required arrangements.
• Reviewing and resolving issues or providing appropriate resource referral information.
• Operating assigned tools and equipment.
• Interpreting and applying applicable laws, codes, regulations, and standards (based on assignment).
• Providing customer service.
• Utilizing a computer and relevant software applications.
• Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisors, the general public, and others to sufficiently exchange or convey information and to receive work direction.
ADA and Other Requirements:
Positions in this class typically require: grasping, talking, hearing, seeing, and repetitive motions.
• Essential and marginal functions may require maintaining physical conditions necessary for sitting, standing, climbing, or walking for 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 proofreading, data entry, and 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 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 phones. This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions, and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.
Minimum of three (3) years of related experience
Associate degree in Human Resources, Public Administration, Business Administration, or another related field with one (1) year of relevant work experience in Human Resources or benefits related roles
Any equivalent combination of training and experience that provides the required knowledge, skills, and abilities
High School Graduate
or Equivalent and one year(s) of related work experience
2 Year College
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.