Administrative Officer- Records Specialist

City of Charlotte • Charlotte, NC

11h • $29 - $36

About The Position

Serve as the bridge between the public and police department records, ensuring accessibility and transparency. Respond to inquiries, process requests, locate/copy records, and navigate legal requirements. Be a customer service leader, communicating clearly and resolving concerns professionally. Maintain accurate databases and adapt to changing regulations. This role is critical for fostering trust and public understanding of the department's operations. This position is under the supervision of the Police Attorney’s Office.

Requirements

• High School Graduate or equivalent with three (3) years of related experience
• Possess exceptional oral and written communication skills and be able to convey an impression that reflects favorably upon CMPD.
• Possess excellent time management skills and the ability to work to achieve maximum time effectiveness and makes positive use of discretionary time.
• Be dependable and can be relied upon to meet schedules and deadlines to achieve positive results with available resources.
• Possess excellent decision-making abilities.
• Possess a strong working knowledge of CMPD policy and ability to learn and apply various Collect manage and analyze information, principles and practices
• Knowledge of general clerical/office practices and procedures including basic office workflow procedures
• Knowledge of data processing methods, information storage and retrieval techniques
• Knowledge of common practices and procedures of processing and disseminating information and supporting documentation
• Knowledge of basic record keeping practices
• Knowledge of police department supply and acquisition procedures
• Knowledge of proper inventory procedures
• Skill in basic PC based software applications such as Microsoft Word/Excel
• Knowledge of internet use, email and credit card transactions for ordering

Nice To Haves

• Associate’s Degree with one (1) year of related experience

Responsibilities

• Respond to public inquiries in person, via phone, email, or mail, providing information on available public records and access procedures.
• Process requests for public records, adhering to state and federal open records laws, department policies, and access limitations.
• Locate, retrieve, and copy requested records efficiently, ensuring the integrity and confidentiality of data.
• Redact sensitive information from records according to established protocols.
• Calculate and collect applicable fees for records access, following department financial procedures.
• Maintain accurate records of all requests, responses, and fees collected.
• Update and maintain department databases containing public records, ensuring accuracy and completeness.
• Utilize record management software effectively for searching, retrieval, and redaction tasks.
• Stay informed of changes in relevant laws and regulations impacting public records access.
• Communicate clearly and professionally with the public, providing courteous and timely responses to inquiries.
• Resolve customer concerns and handle challenging situations calmly and professionally.
• Stay informed of department policies and procedures, adapting to changes as needed.
• Perform other duties as assigned by supervisor.

Benefits

• The City of Charlotte provides a comprehensive benefits package to eligible employees. Click here to learn more about the City of Charlotte’s benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 501-1,000 employees