Overview
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.
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.
Function
The Records and Information Manager oversees the development, administration and maintenance of the document and records management system for the Aviation Department at Charlotte Douglas International Airport (CLT). The primary objective of this position is to ensure proper preservation, storage and quick retrieval of records and to comply with federal, state and local regulations.
Summary
This position will serve as project manager for new initiatives, system administrator and/or consultant for records management-related software and oversee the creation, documentation and maintenance of department-wide policies, procedures, and standard operating procedures. The Records and Information Manager is also responsible for managing and coordinating all Departmental Public Information requests (PIRs) in accordance with State General Statutes. This position will also serve on the Airport’s Strategic Leadership Team (SLT). Work includes the supervision of assigned staff, and involves the exercise of initiative, independent judgment and discretion during performance of duties. Work is evaluated based on results and customer feedback.
Major Duties and Responsibilities
1. Manage the records management system for CLT. Develop procedures and operational practices to ensure the effectiveness of services provided by the Records Management Team. Keep informed of applicable policies, procedures, rules, federal, state and local regulations and laws, and ensure policies and procedures for records are in compliance. Promote best practices of records management and adherence through guidance, training sessions and materials, consultations, and written policies and procedures.
2. Set up, maintain, review and document organizational records systems (paper and electronic). Maintain computer databases for active and archived records and library materials. Ensure proper storage and quick retrieval of records. Manage the transition from paper to electronic records management systems, where appropriate.
3. Serve as project manager for records management related projects, including digitization, software implementations, data cleanup, physical weeding, and other organizational initiatives.
4. Oversee and assist with retrieval and review of documents for complex records requests, internal research, and legal proceedings.
5. Position is also responsible for managing and coordinating all Departmental Public Information requests (PIRs) in accordance with State General Statutes.
6. Provide specialist professional advice and support to managers and employees about standards and best practices in recordkeeping for both paper and electronic records.
7. Oversee physical archives and other storage areas to ensure efficiency of storage, preservation of materials, and to maintain security levels at all times. Periodically perform needs assessment for records storage. Manage renovations and reorganization of shelving and materials. Advocate for industry best standards for physical records storage.
8. Oversee 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. Develop, analyze and implement procedures for the destruction of records. Oversee and coordinate the destruction of records in accordance with retention schedule and legal holds.
9. Oversee and participate in the writing, editing and maintenance of department-wide policies and procedures, utilizing staff to take organizational documents through the document lifecycle, including consulting with subject matter experts during the writing, review and approval processes.
10. Map physical and electronic processes both within Records and cross-divisionally. Evaluate and update processes to improve quality and efficiency.
11. Acquire, plan, develop, and implement new electronic records software systems. Consult and collaborate on records management components of other electronic systems implemented within Aviation. Serve as a system administrator for various electronic resource management systems within the department.
12. Produce high level, consumable information where necessary, including reports and surveys, certificates of insurance, active contracts, and other records and information within Aviation.
13. 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.
Knowledge, Skills & Abilities
• Applied and theoretical knowledge and understanding of records management principles, practices, methods, and current professional standards, legislation and legal compliance issues.
• Knowledge of computer and database applications used in document management programs.
• Knowledge and understanding of electronic records, and electronic document and records management systems.
• Knowledge of and skills to effectively use Microsoft Office Suite.
• Excellent interpersonal skills, including the ability to develop effective relationships with co-workers and stakeholders with a focus on customer service.
• Strong organizational and leadership skills with the ability to plan, prioritize and organize work in a team environment.
• Skills to communicate and to express ideas effectively, both orally and in writing.
• Skills to prepare and present clear and concise reports, correspondence and other written materials.
• Ability to identify and analyze complex problems, identify possible solutions, and prepare recommendations and working procedures in support of established goals.
• Ability to document and evaluate business processes, focusing on process improvement.
• Ability to analyze various document management/control issues.
• Ability to maintain effective working relationships with co-workers, other City departments and the public, representing the airport in a positive manner.
• Ability to communicate in both a technical and non-technical environment.
• Ability to influence change and build consensus among a diverse group of employees with a wide variety of needs.
• Ability to use document and contract management systems efficiently.
Preferred Qualification
Bachelor’s degree in Library Science, Business Administration, or related field which includes records management or information management studies plus a minimum of one two years of experience with large scale records management and data storage, customer interface and including significant experience with relational databases and Microsoft Excel; or an associate’s degree plus three-four years of experience as described previously. Experience with SharePoint, OnBase and e-Builder a plus. Certified Records Manager through ARMA or Information Governance Professional certification through AIIM helpful. Project management or process improvement certifications is preferred.
Minimum Qualifications
High School Graduate or Equivalent and seven years related work experience
OR
Associate's Degree and five years related work experience
OR
Bachelor's Degree and three years related work experience
OR
Master'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 full- time 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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