Administrative Specialist #2209-200300-02

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 is an administrative position that is responsible for performing complex technical and administrative duties in support of a major municipal field operations division. There is one position available. The position is primarily responsible for providing overall administrative support to our Engineering and Operations Spratt Street office. This support will include general administrative support, warehouse and purchasing support, and serving as backup support for other AO1 positions in the department. The 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 and detailed work. The position requires keeping up with routine work and incoming assignments or inquiries, competing deadlines, and initiative to seek solutions. Work involves a high level of interaction with division and department staff, as well as other City departments, vendors, and customers.

• Perform administrative functions.
• Responsible to maintain, monitoring, and producing detailed and accurate reports, including but not limited to labor and benefits costs, position data, payments, vacancy data, personnel, or other funding. Provide supporting data to management to assist in the monitoring and projecting of costs. Responsibility includes follow–up with appropriate staff regarding missing, inconsistent, or inaccurate data. 
• Provide office administrative associate services for staff including but not limited to preparing and distributing information or correspondence; responding to inquiries; resolving and/or directing complaints to appropriate persons; arranging and canceling appointments and meetings as necessary or requested; performing other technical duties related to divisional operations. Communicate effectively, across all modes, with internal and external customers, vendors, and staff. 
• Maintain accurate and highly detailed accounts following established records management guidelines. Analyze reports or information as requested to track progress or identify trends.
• Work to actively identify and propose improvements to established policies and procedures to increase efficiency and accuracy within the organization. 
• Verify incoming shipments upon receipt, including but not limited to receiving and unloading; coordinate deliveries or pick-ups with staff, contractors, and vendors; unpack and organize materials, tools, and equipment; maintain minimum quantity levels. 
• 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. 
• Provide procurement and financial administration support for the Engineering & Operations Division, including, but not limited to creating and querying requisitions; reviewing invoices; processing reimbursements and requests for checks; resolving issues/answering questions regarding invoice discrepancies; verifying receipt of materials and services. 
• Coordinate with vendors to ensure proper registration with the City’s Vendor Administration process. 
• Serve as backup for telephone and radio dispatch rotation as assigned, including but not limited to receiving incoming calls; dispatch calls to field staff, respond to citizen calls, and following up with inquiries. 
• Serve as backup to prepare billing reports and coordinate requests to transfer funds or verify related departmental charges, as assigned. 
• Assists HR Administrator in various tasks; and relays general HR-related information. 
• Perform additional duties as required. 

• Help to build and foster a professional environment that reflects a high value on customer service, collaboration, preparation, work quality, and appropriate professional behavior.

• Personnel & Human Resources – basic knowledge of principles and procedures for compensation, benefits, labor relations, personnel information systems, and applicable regulations as related. 
• 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 the City Code of Ethics, Guiding Principles, and other established measures. 
• Administrative & Clerical – knowledge of administrative & clerical procedures and systems such as word processing, managing records, and data, adhering to confidentiality policies, and other office procedures. Knowledge of business management principles involved in planning, supporting leadership, office management, procedures, systems, software, equipment, and coordinating resources. 
• Organization - ability to maintain accurately 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 analyze data; ability to follow through with self-audit of work to ensure accuracy. 
• Confidentiality - Ability to maintain the 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. Always exhibit professional behavior; interact regularly and professionally with departmental and divisional personnel, other City department staff, and citizens, as required.
• 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 or in a team environment. 
• Accounting – Knowledge of accounting principles and practices, and the analysis and reporting of financial data. Knowledge and ability to use basic math to calculate and understand data, such as budget reports, salary data, payroll, etc. 
• Decision-Making Skills and Problem Sensitivity – Efficiently and effectively make choices, considering factors such as cost, benefits, and political implications of potential actions. 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. The knowledge of the equipment and materials used in each Engineering & Operations crew.
• Knowledge of the City/Department of Transportation policies, regulations, procedures, or the ability to acquire within the first year of hire.
• Ability to obtain City Driving Permit.

• Ideal candidate has high proficiency with Microsoft Office Suite software including but not limited to Word, Excel, and PowerPoint. Routine work with these programs includes but is not limited to organizing and reviewing spreadsheet data; drafting professional memos, correspondence, discipline, or policy documents; compile presentations for distribution. 
• Work experience such as human resource administration; administrative and clerical duties; warehouse storage; office assistance; customer service; data entry; record keeping; change management. 
• Municipal administrative experience is highly preferred.
• Experience with Microsoft Office and software such as Cityworks, Kronos, PeopleSoft, Munis, or another ERP and/or HRMS/HRIS is preferred.

• High School Graduate or Equivalent and one (1) year related work experience
• Or Associate's Degree including, or supplemented by, business administration or business management coursework is acceptable in lieu of one-year work experience.
• An equivalent combination of education and relevant experience that provides the necessary knowledge, skills, an abilities to successfully perform the essential job duties

• $45,615.00 - $57,019.00 / Year; Commensurate with experience

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.

As of October 1, 2021:

The City of Charlotte requires proof of COVID-19 vaccination as a condition of employment for all new City of Charlotte employees.

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

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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.

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The City of Charlotte is a drug and alcohol-free workplace.