MPTA Records and Information Manager

Charlotte, North Carolina; Charlotte, Northern (NC, KY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

City of Charlotte is seeking an experienced administrator to coordinate public records requests and lead the agency's Records & Information Management program. The role involves coordinating searches across departments, documenting methods, and ensuring timely production of responsive records.

You will collaborate with Legal, IT, and division staff, maintain logs and redaction records, and advise leadership on compliance risks and information governance improvements.

Qualifications

• Experience coordinating, tracking, and clarifying public records requests.
• Ability to document search methods and verify completeness of responsive records.
• Knowledge of retention schedules and information governance best practices.

Responsibilities

• Serve as the primary administrative coordinator for public records requests.
• Coordinate searches across departments and systems and document search methods.
• Communicate with requesters about scope, progress, and delivery arrangements.
• Coordinate with Legal on disclosures, exemptions, redactions, and sensitive matters.
• Maintain logs, correspondence, and redaction records; preserve potentially responsive records.
• Lead development and monitoring of an agency-wide Records & Information Management program.
• Provide training and guidance on records management procedures and retention schedules.
• Coordinate with IT on records systems, metadata, security, and archival procedures.
• Monitor response timeliness, workload, and production quality; conduct audits as needed.
• Represent the organization in records management and information governance discussions.

Skills

Public records coordination

Records management

FOIA workflow

Policy development

RIM program leadership

Interagency collaboration

Job description

* Serves as MPTA's primary administrative coordinator for public records requests, managing intake, tracking, clarification, departmental assignments, collection, review coordination, production, and closure.* Coordinates searches across departments and systems; documents search methods and verifies the completeness of responsive records.* Communicates with requesters about request scope, progress, record availability, and delivery arrangements.* Coordinates with Legal on disclosure requirements, exemptions, redactions, disputed requests, and sensitive matters; implements approved disclosure decisions.* Maintains request logs, correspondence, search documentation, redaction records, and copies of released materials.* Coordinates preservation of potentially responsive records and implementation of legal holds with Legal, IT, and departmental custodians.* Establishes procedures and monitors response timeliness, outstanding requests, workload, and production quality.* Develops, implements, and maintains the agency-wide Records & Information Management (RIM) program in accordance with Federal, State, and local regulations.*The following duties are standard for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.*+ Serves as MPTA's primary administrative coordinator for public records requests, managing intake, tracking, clarification, departmental assignments, collection, review coordination, production, and closure.+ Coordinates searches across departments and systems; documents search methods and verifies the completeness of responsive records.+ Communicates with requesters about request scope, progress, record availability, and delivery arrangements.+ Coordinates with Legal on disclosure requirements, exemptions, redactions, disputed requests, and sensitive matters; implements approved disclosure decisions.+ Maintains request logs, correspondence, search documentation, redaction records, and copies of released materials.+ Coordinates preservation of potentially responsive records and implementation of legal holds with Legal, IT, and departmental custodians.+ Establishes procedures and monitors response timeliness, outstanding requests, workload, and production quality.* Program Leadership and Policy Development+ Develops, implements, and maintains the agency-wide Records & Information Management (RIM) program in accordance with Federal, State, and local regulations.+ Establishes policies, procedures, and retention schedules that govern the creation, maintenance, and disposition of CATS records.+ Leads periodic reviews and updates of record retention schedules in coordination with division representatives and the City Clerk's Office.+ Advises leadership on compliance risks, information governance best practices, and opportunities for modernization.* Records Systems and Technology+ Leads development of business requirements for the digital records management system.+ Directs records inventory, data cleanup, digitization, metadata mapping, and migration from legacy systems, shared drives, and physical repositories.+ Serves as the system's business owner, establishing classification structures, retention rules, search capabilities, access requirements, audit trails, and disposition workflows.+ Coordinates with IT on integrations, security, backup, recovery, and technical administration.+ Oversees user support, training, system enhancements, and vendor service performance.+ Oversees metadata structure, file hierarchy, and system configuration for electronic document management systems.+ Collaborates with Information Technology to automate records classification and filing processes.+ Coordinates integration between electronic records systems, SharePoint environments, and project document repositories.+ Ensures appropriate access controls, version control, and archival procedures are maintained across systems.* Training, Oversight, and Compliance+ Supervises the work of records staff and records representatives across all divisions.+ Provides training and technical guidance to employees on records management procedures, retention schedules, and system use.+ Conducts periodic audits of divisions and contractors to ensure compliance with RIM policies and procedures.+ Oversees long-term storage, retrieval, and disposition of inactive and archival records.+ Monitors compliance with legal holds and public records (FOIA) requests in coordination with the Legal Division.* Program Reporting and Continuous Improvement+ Develops and maintains performance metrics for RIM compliance and efficiency.+ Tracks program progress, audit outcomes, and corrective actions.+ Recommends improvements to policies, systems, and workflows to enhance information accessibility and security.+ Represents CATS in records management and information governance committees.* Collaboration and Integration+ Coordinates with Legal, IT, and Quality Management Systems staff to align RIM policies with broader compliance and data management strategies.+ Serves as agency subject matter expert on records retention and information lifecycle management.+ Provides support for document requests and audits associated with FTA reviews, safety investigations, or litigation discovery.+ Ensures smooth coordination of the eventual transition of the RIM function to the Legal Division.* Understands how records systems, metadata, access controls, and reporting tools function together.* Applies technical knowledge carefully in support of system reliability and usability.* Supports sound configuration, structured data use, and dependable reporting.* Adapts to system changes, upgrades, and evolving records technology needs.* Translates technical or policy requirements into practical guidance.* Builds productive working relationships across functional and technical boundaries.* Supports coordinated problem-solving on cross-department records issues.* Communicates findings and recommendations in a professional, useful manner.* Maintains ownership of assigned audits, analyses, and follow-up responsibilities.* Exercises judgment within established policies and system controls.* Recognizes when matters require escalation or broader coordination.* Lead a multi-division information management program.* Interpret legal and technical requirements for diverse audiences.* Maintain confidentiality and handle sensitive data with discretion.* Communicate clearly and effectively with staff at all organizational levels.# **Our City, Our Mission**#When you join the City of Charlotte, you become part of Team Charlotte - a dedicated group of professionals working together to make a meaningful impact on our community and its future.The City of Charlotte has more than 8,000 employees working across 19 departments to serve close to 1 million residents.From public safety and clean water to transportation, housing and an international airport, our teams deliver essential services to keep Charlotte connected, safe and empowered with opportunity for all.As public servants, we are guided by a clear mission: to be committed to exceptional service every day. No matter the department or role, every team member plays a part in helping our city grow, thrive and meet the needs of those who rely on us.We are a values-driven organization, working collaboratively, acting with integrity and delivering reliable results. We embrace a forward-thinking mindset, encouraging curiosity, innovation and continuous improvement.