Records Specialist - HR

City of Charlotte, NC • Charlotte, NC

49d • $29 - $36 • Onsite

About The Position

The Records Specialist may be assigned to various divisions throughout the department, depending on operational assignment, to include Human Resources, Finance Department, Internal Affairs, 911 Communications, Office of Wellness, Police Attorney' Office and or Electronic Monitoring Services and etc. While specific duties may vary based on assignment, the position's primary focus is on accurate and efficient records management, maintenance, and compliance with departmental, local, state, and federal requirements. The Records Specialist plays a critical role in ensuring data integrity, accessibility, and confidentiality of police records.

Requirements

• High School Graduate or General Educational Development (GED)
• Knowledge of police records management procedures, terminology, and workflows
• Knowledge of local, state, and federal laws governing public records, records retention, confidentiality, and data privacy
• Skill in conducting internal audits, identifying discrepancies, and resolving data or documentation errors
• Computer proficiency, including comfort working with common date-entry, document management, and basic data-organization tools.
• Skilled in community outreach, project management, report preparation, and time management.
• Ability to establish working relationships with all stakeholders
• Knowledge of quality control methods, audit practices, and data verification techniques
• Knowledge of database entry protocols and digital/physical file management practices
• Ability to solve problems creatively & with initiative
• Ability to give & receive feedback openly
• Ability to maintain strict confidentiality and follow security protocols for sensitive information
• Ability to verify, update, and correct data accurately across multiple systems

Responsibilities

• Receives, reviews, codes, and enters police reports, citations, and other official records into department databases and record management systems.
• May processes, maintains, and retrieves criminal, personnel records, asset management, incident, accident, and arrest reports in accordance with established records retention schedules and legal standards.
• Responds to requests for records from internal divisions, external agencies, courts, attorneys, and the public, ensuring compliance with public records laws and confidentiality regulations.
• Verifies, updates, and corrects data in computerized and manual record systems, using standard digital tools to ensure accuracy and completeness.
• May monitor and be in contact with recently released officers if assigned to the Electronic Monitoring Services Unit.
• Conducts quality control checks and audits to identify discrepancies or missing information and works with appropriate personnel to resolve errors.
• Assists sworn and civilian staff with record searches, report preparation, and case documentation needs.
• Prepares statistical summaries and reports as requested by command staff or other divisions, using standard date-organization tools as needed.
• Processes expungements, sealed records, and record destruction in compliance with legal procedures and retention schedules.
• Maintains secure filing systems (digital and physical), ensuring proper classification, indexing, and storage of sensitive materials.
• Provides support to division staff by compiling information for investigations, administrative reviews, and public information requests.
• Interprets and applies laws, regulations, and departmental policies governing access, release, and retention of police records.
• Coordinates with IT, communications, and administrative staff to ensure system updates, data migrations, and software upgrades do not disrupt recordkeeping functions.
• Responds professionally to inquiries from the public, other law enforcement agencies, and city departments.
• Performs routine clerical and administrative duties, including document scanning, filing, and correspondence preparation.
• Provides training or guidance to new employees or interns assigned to the appropriate unit.
• Performs other related duties as assigned to support departmental operations.

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
• Industry: Executive, Legislative, and Other General Government Support
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees