Administrative Assistant - CFD Airport Division
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.
This position will provide support administrative and secretarial services for the Airport Division. Work involves responsibility for providing Administrative Assistance to a department head and for carrying out delegated administrative details. Work is distinguished from the Office Assistant series by the complexity and sensitivity of the secretarial and administrative duties. Work involves considerable contact with officials of other Fire Department Divisions, City Departments, other agencies, and members of the public. Employee must exercise considerable initiative, independent judgment, and discretion in the performance of their duties. Work assignments are received with an explanation of what is needed and results desired, and duties must be performed with a considerable degree of independence.
1. Aids the Division by screening calls, visitors, and mail; maintains appointment schedules; answers or refers complaints or inquires to appropriate persons; explains city and departmental policies, rules and regulations to members of the public and officials of other departments or agencies; handles confidential matters.
2. Reconciles weekly payroll for Airport Division employees, accurately and in a timely fashion; assists with overall Fire Department payroll when needed.
3. Ability to type from oral and written dictation; create reports, bulletins, minutes, speeches, and correspondence; composes letters independently; maintains files of administrative and confidential correspondence.
4. Compiles and prepares a variety of reports, to include FAA required reports.
5. Runs PeopleSoft reports/queries as needed.
6. Performs accounts payable duties for the Airport Division.
7. Enters requisitions for the Division in GEAC for Purchase Orders.
8. Reconcile purchase card transactions.
9. Prepare Division transfer invoices as needed.
10. Assist employees with travel arrangements in Concur.
11. Perform various clerical duties including photocopying, filing, and ordering office supplies.
12. Provides backup support to CFD Payroll and CFD Finance when needed.
13. Maintains the list and status of all badges along with audits for the required Airport ID badges for the Division.
14. Perform other duties and functions as requested and assigned.
§ Thorough knowledge of business English, spelling, punctuation and arithmetic and possession of a good vocabulary
§ Considerable knowledge of the principles and methods of office management and of modern office procedures, systems, and equipment
§ Considerable knowledge of the law, rules, regulations, and policies of the department to which assigned or the ability to acquire such knowledge during a reasonable period of training
§ Ability to take, transcribe and type complex dictation accurately and rapidly and to compose effective and accurate correspondence
§ Ability to work independently on responsible and confidential administrative assignments and secretarial tasks
§ Ability to establish and maintain effective working relationships with departmental employees, other city departments and the public, and to convey information effectively and discreetly
§ Ability to establish and maintain effective public relations and working relationships.
§ Must have strong communication/interpersonal, organizational and data entry skills.
§ Demonstrates ability to prioritize work assignments and works independently.
§ Strong computer, administrative, and organizational skill to include Microsoft Office (Word, Excel, Access, PowerPoint, and Outlook) skills
§ PeopleSoft Payroll experience preferred
§ Must have a valid driver’s license with ability to obtain City driving permit.
ADA and Other Requirements:
Positions in this class typically require grasping, talking, hearing, seeing, and repetitive motions.
Concentrated and attentive use of one or more senses (visual, audio, and other sensory modalities) for proofreading, data entry, and tabulating data.
Work is performed in an indoor environment with moderate exposure to atmospheric conditions, moderate exposure to environmental conditions and frequent exposure to computer screens, files, and phone.
High School Graduate or Equivalent and one-year related work experience or an associate degree required, preferably supplemented by college – level courses in business administration, secretarial science or related field or any equivalent combination of experience and training.
Experience in providing executive level Administrative Assistance.
Salary offer range - $52,000 to $55,000
Offer will be commensurate with skills set and years of experience.
As of October 1, 2021:
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’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.
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.