Public Records Officer

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

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