Office Assistant V #2205-000500-01

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.

CATS is seeking an Office Assistant V to work in their Bus Operations Division. The Office Assistant V is Responsible for providing difficult and secretarial and clerical services to the head of a complex operating division. The incumbent will work independently exercising considerable initiatives, independent judgment, and discretion in performing office and administrative duties and keeping abreast of division policies, rules, and regulations. 

•  Serve as the point of contact among General Management staff, employees, and external clients regarding the administration of CATS BOD General Manager and staff.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to General Manager and staff, including those of a sensitive or confidential nature.
• Provides a bridge for smooth communication between the General Manager’s office and internal and external departments; demonstrating leadership to maintain credibility, trust, and support with operations and maintenance staff.
• Successfully and independently completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement and correspondence letters, in-personal interaction and other tasks that facilitate the General Manager’s ability to effectively lead the company.
• Prioritizes conflicting needs; handle matters expeditiously, proactively and follows through on projects to successful completion. 
• Field incoming calls, schedule conference calls and meetings, make travel arrangements for staff, plan, and coordinate special events
• Promptly respond to customer inquiries and in-person visits in a professional and friendly manner
• Maintain, drafts, and tracks action items, meeting minutes, and agendas 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 which can be of a specialized nature
• Proofreads work to ensure accuracy, grammatical correctness, and appropriate formatting
• Establish and maintain accurate and detailed records for division filing system(s)
• Prepares purchase requisitions and tracks order status, process reimbursement and p-card transactions
• Handles mail, copying, scanning, and faxing, and operates other office equipment
• Provide general information on department policies and procedures
• supervise other clerical employees performing standard office duties
• Facilitate day-one employee orientation as requested
• Acclimate new employees to City and departmental policies and procedures as requested
• Formulate monthly reconciliation report showing expenditures
• Monitor Departmental budget by ensuring, but not limited to, correct line items being expensed for Accounts Payable
• Performs related duties as required

• Ability to correctly handle confidential documents, information, data, and records with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response.
• Excellent written and oral communication skills, pleasant mannerisms
• Ability to work independently, and as a team
• 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 and willingness to learn new tasks and to provide support to staff members
• Demonstrate excellent organizational and time management skills and the ability to prioritize multiple tasks/assignments seamlessly with special attention to detail
• Must possess strong computer skills (Office 365, Teams, Word, Excel, Outlook, and PowerPoint) and other customized transit programs required
• Considerable knowledge of the principles and methods of office management and other modern office procedures, systems, and equipment
• Must have a proactive approach to problem-solving with strong decision-making skills.
• Ability to handle mail, copy, fax, and operate other office equipment
• Knowledge of Charlotte streets
• Accounting knowledge

• Bachelor’s degree in Administrative Assistance, Business Administration, Secretarial Science, or related field
• Accounting and planning experience
• Two or more years of executive-level administrative support

• High School diploma/GED with three (3) years of relevant work experience
• Associate’s degree with one year of relevant work experience; or an equivalent combination of education and relevant experience that provides the necessary knowledge, skills and abilities to successfully perform the essential job duties

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. The City is an Equal Opportunity Employer, and as such, will consider reasonable accommodations as required by law.

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.

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.