General Definition of Work
The public records officer, under minimal supervision, performs senior level work with extensive decision-making discretion overseeing the records management program, which includes public record disclosure responses in accordance with the North Carolina Public Records Act, Chapter 132 of the North Carolina General Statutes. This position oversees records management and retention in accordance with the Records Retention and Disposition Schedule for Public School Units (PSUs). Employee performs advanced complex legal paraprofessional support to carry out Board of Education Policies and procedures under the direction of the General Counsel.
Qualifications
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Salary/Status
Market PG 10/Full-time, 12 months
Reports To
General Counsel
Place of Work
The normal place of work is on the premises used by Charlotte-Mecklenburg Schools. Charlotte- Mecklenburg Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time.
Essential Functions
- Adhere to all state, federal, and local laws, policies, and procedures
- Oversee the records disclosure and retention programs for the Board
- Develop, implement, and maintain guidelines for public records requests
- Receive, identify, and coordinate production of public records to meet legal deadlines
- Review production of public records for confidential information and provide necessary redactions
- Correspond with parties requesting public records, including providing cost estimates in connection with public records requests
- Collaborate with district staff to ascertain volume and nature of responsive records to public records requests
- Manage a public records request tracking system to monitor timely review and response to public records requests, including managing rolling production requests
- Develop and maintain public record redaction and exemption logs
- Develop and maintain list of exemptions to public records in accordance with law
- Develop and implement electronic public records request procedures
- Develop and implement procedures, guidelines, and controls for storage, retrieval, tracking of active and inactive records to ensure that records are maintained, archived, and destroyed in compliance with the Records Retention and Disposition Schedule for Public School Units (PSUs) and Board policy
- Maintain knowledge of laws, regulations, and legislation regarding public records requests and records management and retention
- Provide regular and ongoing consultation and guidance to departments on the requirements of the public records laws, records retention schedules, and related Board policies
- Develop and facilitate scheduled trainings on public records and management, retention and destruction of records to ensure compliance
- Review and recommend changes to policies, procedures, and manuals to ensure compliance with public records and retention laws
- Collaborate with Information Technology to retain, produce, and dispose of electronic records
- Ensure that public records request procedures and other relevant information is current on the Board’s website and all places where the Board and district post public information
- Serve as technical expert for complex research and analysis related to public records, records retention
- Create an inclusive environment with positive communication/public relations
- Perform related work as assigned or required
Knowledge, Skills, Abilities
- Comprehensive knowledge of state and federal law, Board policies and regulations, and North Carolina State Board policies and regulations
- Comprehensive knowledge of laws and regulations affecting public record requests and ensuring data security
- Demonstrated skills in preservation of evidence processes
- Ability to maintain strict confidentiality regarding Board, district, employee, student, and legal matters, including privileged and sensitive information. Demonstrated ability to exercise sound professional judgment, analyze complex issues, assess risk, and make well-reasoned decisions in accordance with applicable laws, Board policies, ethical obligations, and district priorities.
- Ability to work under stress and prioritize tasks with competing deadlines
- Ability to communicate effectively both verbally and in writing
- Ability to maintain professional and emotional control under stress
- Ability to reflect appropriate response to situations, while maintaining a professional and personal demeanor
- Ability to learn and use specialized tools, equipment or software related to business needs
- Ability to implement local, state, and federal rules, guidelines, and procedures into daily business operations
- Ability to reason, make judgments, and maintain effective working relationships
- Ability to employ positive communication skills in all settings/mediums
- Ability to problem-solve utilizing sound judgment
- Ability to develop related charts, graphs, reports, and records pertaining to school planning and strategy
- Ability to take initiative, work independently, and exercise sound judgement
- Ability to conceptualize, initiate, monitor, and evaluate new and/or current programs
- Ability to present information in a comprehensive manner for a wide variety of audiences
- Demonstrated ability to perform detailed work, planning, risk assessments, and associated risk mitigation actions
- Demonstrated ability to work effectively in a deadline-driven, rapidly changing team environment
Education and Experience
- Associate degree in paralegal studies, criminal justice or related area required
- Bachelor’s degree in paralegal studies, criminal justice or related area preferred
- Minimum of five (5) years’ experience in records management or compliance preferred
- Equivalent combination of experience and education
Special Requirements
- Possess and maintain a valid Driver’s License or ability to provide own transportation
- Travel to school district buildings and professional meetings
# of Jobs 1.00
Teacher Scale N
Minimum Educational Requirements Associate Degree
Term 12 Month
Additional Job Information
Physical Requirements/Working Conditions
- Work requires the occasional exertion of up to ten pounds of force
- Work regularly requires exchange of accurate and detailed information through oral and written communication
- Constantly operates a computer and other office business equipment
- Ability to remain in stationary position for required meetings/work
- Ability to move to other work locations
- Visual acuity requires preparing and analyzing written or computer data, determining the accuracy and thoroughness of work, and observing general surroundings and activities
- Hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications
- Work requires preparing and analyzing written or computer data, operating standard office equipment, and the use of advanced technology
- Work occasionally requires exposure to outdoor weather conditions
- Work is generally in a moderately noisy location (e.g., business office, light traffic)
- Requires the ability to deal with people beyond giving and receiving instructions
- Must be adaptable to performing under mild to high levels of stress
- Must be on-call as a regular part of the job