Office Assistant IV #2110-000400-01

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.

Responsible for providing administrative services to the head of a complex operating or administrative unit and relieving that official of delegated administrative details.  Emphasis is on the technical aspects of independent work involving major procedures and sequences.  Must exercise considerable initiative, independent judgment, and discretion in performing the office and administrative duties and keeping informed of unit policies, rules and regulations.   Will screen calls, visitors, manage incoming/outgoing mail; answer or refer inquiries and customer service requests or complaints; perform a wide range of technical duties related to transit operations that involve public contact.

This position provides administrative support for major administrative functions for Field Operation.  Duties will include but are not limited to the following:

• Make appointments and reservations for supervisors and other staff members; schedules facilities for meetings.
• Maintains and tracks action items from weekly staff meetings.
• Types and edits a variety of letters, memoranda, reports, and minutes, working from rough drafts, verbal instructions, or established procedures; accurately types and processes materials and forms and other documents that can be specialized.
• Composes letter independently; proofs work to ensure accuracy, grammatical correctness, and appropriate formatting; maintains accurate and detailed records.
• Must be able to handle confidential documents, information, data and records.
• Prepares purchase requisitions and tracks order status.
• Schedules meetings, conference calls, and coordinates special events.  Contacts participants and ensures attendance.
• Keeps files, records, and calendars current for Department Manager and Staff.
• Assists in establishing and maintaining a filing system for the division.
• Makes travel arrangements for staff to include airline, hotel, and other expenses.
• Process expense reports.
• Responds to visitors and callers promptly in a professional and friendly manner.
• Receives and screens calls, visitors, and mail; greets visitors, answer inquiries and complaints; handles mail, copies, faxes, and operates other office equipment.
• Replies in person, by telephone, or by correspondence to inquiries from visitors and callers; supplies general information on departmental policies and procedures; refers more difficult queries to an appropriate official.
• Trains and provides lead direction to other clerical employees or helpers performing standard office duties.
• Provides technical advice and information to employees and members of the public.
• Performs related duties as required.

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• Excellent written and oral communication skills.
• Demonstrates creative thinking.  
• Must have a pleasant manner and the ability to work well with all people.
• Ability to work as a team member.
• Ability to keep complex records, to assemble and organize complex data, and to prepare reports from such records. 
• Ability to make computations and tabulations with speed and accuracy.
• Capability to learn new tasks and to provide support to other staff members.
• Be able to prioritize and complete work assignments.
• Strong computer skills, (preferably Office 2000 Word, Excel, Outlook, and PowerPoint).
• Considerable knowledge of the principles and methods of office management and other modern office procedures, systems, and equipment.
• Ability to work independently on responsible and confidential administrative assignments and secretarial tasks.
• Ability to supervise and train clerical and other support personnel if required by the specific position.

Requires HS graduation/GED, supplemented by college-level courses in business administration, secretarial science, or related field, two-year or four-year degree preferred.

Two or more years of administrative support experience with considerable experience in responsible and varied administrative work, including some experience providing executive-level assistance or comparable technical work.

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.

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 we have workstations available. Our office is located at 700 East 4th Street, Suite 200, Charlotte, NC 28202. Our hours are Monday through Friday, 8 a.m. to 5 p.m. (EST), excluding official City holidays.

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.

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.