Office Manager #2201-200700-01

City Clerk's Office

Date Opened

Friday, January 07, 2022 12:30 PM

Close Date

Friday, January 21, 2022 5:00 PM

Section

Clerk's Office

Salary

$66,126 to $73,474 Commensurate with experience

Employment Type

Full Time

Go Back View Benefits

Introduction

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.

Overview

The City Clerk’s Office maintains a recorded history of government actions and provides assistance to the Mayor and City Council. The Clerk's Office delivers services that connect the public to local government. Some of these services include assisting the public to address Council, managing the boards and commissions process, fulfilling public records requests, performing research and records management, promoting transparency, and providing access to records.

Function

Administrative

Summary

This is a highly responsible position that provides several essential functions for the City Clerk’s Office: office management, City Council support and executive administrative and direct support to the City Clerk. The Office Manager works independently, exercises sound judgment and discretion in handling confidential information and remains nonpartisan and impartial in all circumstances.

Major Duties and Responsibilities

• Provides executive assistance to the City Clerk by screening and prioritizing calls, emails, appointments, visitors, and mail; maintains and manages calendar and inbox; analyzes, researches, and anticipates the current and upcoming

needs of the City Clerk.

• Prepares correspondence, emails, memos, and reports for City Clerk review.

• Makes travel arrangements, special preparations and performs special assignments as requested.

• Ensures City Clerk is prepared for meetings by arranging for appropriate resources; may accompany City Clerk to locations to assist with presentations.

• Coordinates department staff meetings; leads team in preparation of agenda and presentations.

• Performs research, enters data and prepares, maintains and produces lists, tables and reports as requested.

• Opens and distributes mail, opens, and closes office, manages conference room schedule, maintains conference room and reception area, maintains and makes available a variety of files, orders, organizes and maintains inventory of supplies.

• Creates requisitions and purchase orders, change orders, request for checks, receives goods and services in Munis, research invoices and resolves related issues.

• Enters journal entries in Munis, coordinates payments and responds to vendors, monitors daily and monthly status of funds, maintains department’s financial files, serves as department p-card accountant; enters data and reviews transactions ensuring compliance with City policies, serves as Petty Cash Custodian, files cash reports and deposits checks, prepares analysis of funds, generates reports, and audits department finances.

• Assists with annual budget preparation, audits and compiles budget documentation, reviews periodic status reports; analyzes and projects spending based on historical information and trends and enters annual budget request and mid-year projections in Clarity budget system.

• Serves as travel coordinator, processes mileage reimbursements, travel authorizations and expense reports and is responsible for making sure all travel documents are completed accurately and have all the required documentation to adhere to City policies.

• Serves as the department liaison on citywide standing committees such as Finance, MWBSE and Procurement; attends meetings, provides written and oral information on financial matters, and notifies management of program and/or process changes.

• Serves as meeting coordinator for department, manages meeting arrangements and logistics, reserves conference rooms, makes arrangements for refreshments and meals, meeting and technology set- up, ensures all necessary equipment and materials are available.

• Serves as special events coordinator, leads annual fundraising campaigns and department sponsored activities.

• Provides superior customer service, answers, or refers complaints and inquires to appropriate persons; tactfully explains city, Council and departmental policies, procedures, rules, and regulations to members of the public and city staff, follows

up as needed, and handles confidential and sensitive matters with the utmost discretion.

• Prepares, monitors, distributes, and updates the City Council speakers’ list; communicates any concerns, issues or special needs to the City Clerk or Deputy City Clerk in a timely fashion.

• Analyzes and follows up on subject matter from speakers, ensures that the speakers list and associated follow-up data is properly prepared, distributed and submitted by the communicated deadlines.

• Reviews and edits Council meeting agendas, attends Agenda Review, and stays abreast of Council activities and events.

• Distributes, receives, tracks, and prepares reports regarding Statements of Economic Interest for executive staff, mayor and council members and members of designated boards and commissions.

• Works with office support staff and provides back-up to their duties as necessary.

• Oversees Passport Acceptance Office and Passport Specialist.

Knowledge, Skills & Abilities

• The capacity to adjust to varying or changing situations to meet emergency or changing program requirements.

• Strong computer, analytical and interpersonal skills

• The ability to interact effectively with constituents and with employees at all levels of city government.

• Proficiency using Microsoft Office software

• Established as notary or have ability to become notary

• Experience with office management tasks

• Knowledgeable of governmental practices

• Demonstrate excellent oral & written communication skills

• Ability to multi-task & handle multiple projects

Preferred Qualification

• Bachelor’s degree with course work in business administration, financial management, public administration, political science or a closely related field.

• One or more years of progressively responsible administrative management experience supporting executive level managers

• Detail oriented and able to multi-task

• Ability to be highly involved in long and short-term projects simultaneously,

• Strong customer service, professional and interpersonal skills required.

• Experience with MUNIS Financial system

Minimum Qualifications

• Two-year college degree and three or more years of full-time, professional, administrative, or managerial experience

• Proficiency in Microsoft Office Suite

• Strong analytical and organizational skills, excellent writing, data, verbal, proofing/editing, and presentation skills.

• Comprehensive knowledge of standard office practices and procedures, equipment, and secretarial techniques.

Salary

$66,126 to $73,474. 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 requires proof of COVID-19 vaccination as a condition of employment for any new City of Charlotte employees. The City is an Equal Opportunity Employer, and as such, will consider reasonable accommodations as required by law.

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

If you have technical issues submitting your application, click here.