Records Specialist

Records Specialist 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. Major Duties and 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. Minimum Qualifications: High School Graduate or General Educational Development (GED) Knowledge, Skills, and Abilities: 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 ADA and Other Requirements: Positions in this class typically require grasping, talking, hearing, seeing, and repetitive motions. Physical Requirements: Essential and marginal functions may require maintaining physical condition 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 Ability to see, hear, and communicate information effectively Sensory Requirements: Concentrated and attentive use of one or more senses (visual, audio, and other sensory modalities) for proofreading, data entry, 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. Comprehend written information in work-related documents. Ability to hear, understand, and distinguish speech. Working Conditions: Work is performed in an indoor office environment with moderate exposure to atmospheric conditions, moderate exposure to environmental conditions, and frequent exposure to computer screens, files and phone. 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 Careers@ci.charlotte.nc.us. 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. The City of Charlotte is a drug and alcohol-free workplace.