Overview
The City of Charlotte is the largest municipality in North Carolina and the 17th largest city in the United States, with a total population of more than 872,498 citizens. A major commerce center, Charlotte hosts several of the nation’s largest banks and technology companies.
Also known as the Queen City, Charlotte is home to the Carolina Panthers, the Charlotte Hornets and the NASCAR Hall of Fame. We work hard to ensure that the community will be a winning city for everyone – a truly remarkable place to live, work, learn and play. Join us in helping to keep our City thriving, ensuring upward mobility and advancement in the workplace.
Summary
This is an administrative position responsible for performing complex technical and administrative duties in support of a major municipal field operations division.
Position is responsible for providing warehouse and purchasing support to management and staff. Position requires initiative, judgment, and confidentiality, with some discretion, due to the sensitive nature of information. Employee is expected to produce a high level of accurate work. Work assignments are received from Engineering & Operations Administrative Manager. Work involves high level of interaction with division, department and City staff at all levels, as well as vendors and customers.
Major Duties and Responsibilities
1. Verify incoming shipments upon receipt, including but not limited to receive and unload; coordinate deliveries or pick-ups with staff, contractors, and vendors; unpack and organize materials, tools, and equipment; maintain minimum quantity levels.
2. Document inventory within the established system. Support the division to identify efficiencies and implement approved changes to procedures. Support regular inventory counts at all division warehouse locations.
3. Provide procurement and financial administration support for the Engineering & Operations Division, including, but not limited to create and query requisitions; review invoices; process reimbursements and requests for checks; resolve issues/answer questions regarding invoice discrepancies; verify receipt of materials and services;
4. Coordinate with vendors to ensure proper registration with the City’s Vendor Administration process.
5. Serve as backup for telephone and radio dispatch rotation as assigned, including but not limited to receive incoming calls; dispatch calls to field staff, respond to citizen calls, and follow up with inquiries.
6. Serve as backup to prepare billing reports and coordinate requests to transfer funds or verify related departmental charges, as assigned.
7. Assists HR Administrator in various tasks; Examples include but not limited to: compiles job postings or description information, maintains contact information, and relays general HR-related information.
8. Perform additional duties as required.
Knowledge, Skills & Abilities
• Ability to obtain City Driving permit at time of hire
• Ability to utilize a forklift or pallet jack in a warehouse setting.
• Administrative & Clerical – knowledge of administrative & clerical procedures and systems such as: word processing, managing records and data, adhering to confidentiality policies, and other office practices. Knowledge of business management principles involved in planning, supporting leadership, office management, procedures, systems, software, equipment, and coordinating resources.
• Technological & Computer Skills – computer and typing knowledge; including proficiency in Microsoft Office Suite, particularly Outlook, Excel, and Word (or comparable programs, with the ability to learn Microsoft programs within the first year of hire). Has capacity to learn and is familiar with computer programs for payroll, work & access management, and training, including but not limited to: Kronos, PeopleSoft, Cityworks, Hansen, MySuccess, etc.
• Organization - ability to maintain accurate and organized records or files in a way that can be effectively accessed and remain confidential if necessary; organize and reconcile data; prepare corresponding reports and understand data; ability to follow through with self-audit of work to ensure accuracy.
• Confidentiality - Ability to maintain confidentiality of conversations and data including but not limited to human resource and other personnel data, department and City related administrative data, etc.
• Customer and Personnel Service – Knowledge of the principles and processes for providing customer service, meeting quality standards, and evaluating customer satisfaction.
• Professionalism – Ability to exhibit professional behavior always; interact regularly and professionally with departmental and divisional personnel, other City department staff, and citizens, as required. Includes adherence to City Code of Ethics, Guiding Principles, and other established measures.
• Communication – Ability to convey information effectively through speaking and writing; understanding information received from others. Knowledge of business English, spelling, punctuation and business mathematics. Ability to work independently and in a team environment.
• Economics and Accounting – Knowledge of economic and accounting principles and practices, the financial markets, and the analysis and reporting of financial data.
• Mathematics - Knowledge and ability to use basic math to calculate and understand data, such as budget reports, vendor quotes, requisitions, invoices, etc.
• Decision Making Skills – Efficiently and effectively make choices, considering factors such as cost, benefits, and political implications of potential actions.
• Problem Sensitivity - The ability to assess when something is wrong, or likely to go wrong; recognizing there is a problem that needs a solution.
• Time Management – The ability to manage time effectively to meet varying deadlines of multiple tasks.
• Building & Construction – Knowledge of the materials and tools involved in the construction and repair of traffic control devices such as signs, signals, and pavement markings in relation to highways and roads. The knowledge of the equipment and materials used in all areas of Engineering & Operations work.
• Considerable knowledge of the City/Department of Transportation regulations, procedures or the ability to acquire within first year of hire.
• Ability to utilize tools, equipment, and machinery: Computer, phones and paging system, printer/copier/fax machine, and various software programs.
Preferred Qualification
• Proficiency in Microsoft Office
• Forklift Certification
• Experience with Munis or another ERP Program
• Experience with CityWorks or another Work & Asset Management System
• Experience with government purchasing or financial tasks
Minimum Qualifications
- High School Graduate or Equivalent and one (1) year related work experience
OR
Salary
- $42,574 - $53,217.00 / Year ; Commensurate with experience
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.
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.
Anyone seeking an accommodation to apply for a job may call (704) 336-2285 for assistance or you may email questions to CityHrJobPostingsNotify@ci.charlotte.nc.us.
Benefits
The City of Charlotte provides a comprehensive benefits package to all employees.
Click here to learn more about the City of Charlotte’s benefits.
The City of Charlotte is a drug and alcohol-free workplace.
In Conclusion
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