Public Records Specialist

Date Opened: Friday, June 26, 2026 12:00 AM

Close Date: Friday, July 03, 2026 12:00 AM

Department: City Clerk Department

Salary: $24.00 - $34.3 Commensurate with Experience

Welcome to the City of Charlotte

Charlotte is America’s Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce

• Valuing teamwork, openness, accountability, productivity, and employee development

• Providing all customers with courteous, responsive, accessible, and seamless quality services

• Taking initiative to identify, analyze, and solve problems

• Collaborating with stakeholders to make informed decisions

SUMMARY

The City of Charlotte, North Carolina, City Clerk’s Office is seeking a Public Records Specialist who has knowledge and experience in records and information management, administration, and reporting. The ideal candidate will be an analytical thinker who is a self-starter capable of working with various departments and the public. This individual will also be able to effectively manage changing priorities. The successful candidate must have knowledge and experience in working with technology solutions used in records management and retrieval while having excellent leadership, communication, and strong customer-service orientation.

MAJOR DUTIES AND RESPONSIBILITIES:

• Facilitate the city’s public records request process. manage newly received public records requests submitted to the city, serve as lead administrator of the public records request tracking system, and assist with the fulfillment of public records requests.

• Act as the initial point of contact for the public and city departments regarding public records requests.

• Respond to inquiries regarding public records requests, the process, and best practices.

• Generates various program reports and works with departments to ensure timeliness and compliance throughout the public records request process.

• Gather, review, and disseminate Citywide records for escalated requests.

• Coach others on processes and system use.

• Proven experience maintaining confidentiality,

• Identify what is confidential and what is public.

• Identify individual custodians based on the content of the request.

• Undergo continual education/training regarding public records.

• Assist with program meetings and events

COMPETENCIES:

• Administrative skills

• Time Management / Project Management

• Detail-oriented

• Organizational skills

• Strong ability to prioritize

KNOWLEDGE, SKILLS, AND ABILITIES:

• Excellent communication and collaboration skills, and strong customer-service orientation

• Comprehensive knowledge of records management concepts and principles

• Experience in government and public administration

• Experience in reporting: generating reports, and configuration

• Knowledge and experience in working with technology solutions used in records management and retrieval

• Preferred knowledge and/or experience with relevant public records laws and best practices

•  Confidently makes decisions within established policies and procedures,

•  Ability to exercise independent judgement within defined scope of authority.

• Ability to perform complex tasks following established processes.

• Comprehension of pertinent Federal, State, and local laws, codes, and regulations

• Analytical thinker

• Communicates clearly and effectively, both orally and in writing

• Ability to interpret and explain City policies and procedures

• Ability to establish and maintain effective working relationships with other employees and the public

• Demonstrated ability to work independently, take initiative, and manage changing priorities

• Ability to maintain strict confidentiality and exercise discretion and sound decision making when handling sensitive records.
   

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in public administration, business administration, political science, I &T, library science, or other related fields

• Knowledge of records management and archival best practices in a government agency

• Knowledge of creating, generating, and analyzing KPI reporting and Tableau applications

• Experience with records management, document management, content management, or information management databases and/or systems

MINIMUM QUALIFICATIONS:

• High School diploma or equivalent with one-year relevant work experience; or an Associate’s degree; or an equivalent combination of education and relevant experience that provides the necessary knowledge, skills, and abilities to successfully perform the essential job duties

• Must be detail-oriented and capable of multitasking.

• Possess the ability to be highly involved in long-term and short-term projects simultaneously

• Possess strong analytical and organizational skills

• Requires excellent writing, data, verbal, proofing/editing, and administrative skills

• Strong customer service, professional, and interpersonal skills

• Strong experience in Microsoft applications, including Word, Excel, PowerPoint, and Adobe

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 requires proof of COVID-19 vaccination as a condition of employment for any new City of Charlotte employees. The City is an Equal Opportunity Employer, and as such, will consider reasonable accommodations as required by law.

SALARY: Commensurate with Experience

GENERAL INFORMATION:

• Office hours are from 8:00 a.m. to 5:00 p.m. Standard office hours apply; however, at times, subject to work during non-traditional hours.

• 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

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 and does not unlawfully discriminate on the basis of race, religion, color, sex, national origin, marital status, age, disability, sexual orientation, political affiliation or on the basis of actual or perceived gender as expressed through dress, appearance, or behavior.

Our culture is to serve the community honorably.

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 self-service application kiosks are available. They are located in our office at 700 East 4th Street, Suite 200, Charlotte, NC 28202. We are open Monday through Friday, from 9:30 a.m. to 3:30 p.m. (EST), excluding official City holidays.

For questions about your application or the hiring process, please email [email protected].

The City of Charlotte is committed to making our services and programs accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modifications will be provided. To make a request, please fill out the Innovation & Technology ADA request form or call 704.336.4120.

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.

The City of Charlotte is a drug and alcohol-free workplace.