Administrative Assistant

Welcome to the City of Charlotte

Charlotte is America’s Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce

• Valuing teamwork, openness, accountability, productivity, and employee development

• Providing all customers with courteous, responsive, accessible, and seamless quality services

• Taking initiative to identify, analyze, and solve problems

• Collaborating with stakeholders to make informed decisions

SUMMARY

Major Duties and Responsibilities:

• Assists with the preparation and delivery of official division/departmental communications
• Schedules multiple coordination meetings, including NCDOT/CMS/CDOT, events management meetings, stakeholder group meetings, interdepartmental and multiple agency coordination meetings, and DSD staff meetings
• Processes orders for supplies and other Division purchases as the Division Purchase Card (P-Card) and Travel Card (T-Card) account holder
• Serves as administrative support for permit officials on utility projects in the right-of-way (e.g., AT&T, Google, PNG, etc.) including meeting coordination and annual master permit renewals
• Provides administrative support for the Development Services Division to include, but not limited to, the Special Events Calendar, GIS entries for road closures and detours, Abandonments/Lease Agreements, other R/W Management permits (CityWorks) and Land Development rezoning petitions (Accela)
• Recordkeeping, copying, filing, and archiving for reimbursements for land development petitions, encroachments, leases, abandonments, and utility master permit applications
• Assists the Development Services Division Manager with Workday financial entry (including P-Card statements, T-Card statements, requisition entries, and purchase order requests), conference/teleconference meeting setup
• Assists with coverage and dispatch of the CDOT main line telephone

Minimum Qualifications:

• High School Diploma or equivalent and one (1) year of experience

Preferred Qualifications:

• Two (2) year Associate's Degree
• An equivalent combination of education and relevant experience that provides the necessary knowledge, skills, and abilities to successfully perform the essential job duties
   

Knowledge, Skills, and Abilities:

• Considerable knowledge of business language, business mathematics, and applicable software (Microsoft Office)
• Ability to learn the regulations, procedures, and services of the unit
• Knowledge of modern office procedures, systems, and equipment
• Ability to work independently and to review and correct all work prior to submission
• Ability to keep complex records, to assemble and organize data, and to prepare reports and costs from such records
• Ability to assess, maintain, and track cost and financial data
• Ability to supervise and train support personnel if required by the specific position
• Ability to deal with all clients (internal & external) in a professional manner

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
• Adequate vision, hearing, and speech required.

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.
• Comprehensive 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 (such as officers, community members, victims, etc.); 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.

Click here to learn more about the City of Charlotte’s benefits.

The City of Charlotte is a drug and alcohol-free workplace.