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Facilities Administrative Support Specialist #2211-001100-01

Administrative Assistant

Date Opened
Friday, November 18, 2022 8:00 AM
Close Date
Friday, December 02, 2022 11:59 PM
Section
Aviation
Salary
  • $51,317 - $59,869/year
Employment Type
  • Full Time

Overview

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.

Summary

This position provides administrative support to the Airport’s Facilities division managers, supervisors and staff. This role requires strong interpersonal skills and problem-solving skills, with the ability to manage multiple assignments in a fast-paced environment. The work requires initiative, discretion, and excellent time management; must possess an ability to prioritize work assignments and directed tasks. Strong communication skills are required for interaction at all levels of the organization, including Aviation’s Executive Leadership Team, airport stakeholders and tenants, and the general public.

Major Duties and Responsibilities

1. Provides administrative support to assigned division managers and supervisors. Types, edits, and proofs correspondence and other documents. Performs data entry, completes reports, maintains, and organizes records. Files, faxes, scans, copies, and compiles documents.
2. Maintains and manages appointment schedules and calendars for division managers. Prioritizes appointments and visitors; handles logistics for meetings, conference calls, and coordination of special events and activities. Reserves rooms and/or event space ensuring proper set-up, A/V equipment, compiles info and materials, records meeting notes and places catering orders.
3. Prepares, coordinates, and enters pre- and post-travel documentation for division director’s and staff in compliance with the City’s travel policy. Handles travel logistics to include conference and event registrations, travel arrangements, lodging, per diem allocation and any additional needs. Processes all post travel expense reimbursements and ensures all receipts and records are maintained. 
4. Provides courteous and helpful service to internal and external customers in person and over the phone. Handles complaints and requests, disseminates information to and relays messages. Serves as a back-up receptionist at the CLT Center during established hours providing daily breaks to regularly scheduled staff.
5. Serves as the P-Card delegate for division managers and supervisors. Makes purchases on behalf of staff in compliance with City and Department policies. Creates and maintain electronic copies of receipts and forms and completes reconciliation of procurement card charges in the Munis financial system.
6. Serves as an Authorized Signer for assigned division. Responsible for the badging process for employees including paperwork, application submission, clearance codes/access, and appointment scheduling. Complies with Federal regulations for the badging process including proper filing regulations, notifications, and performing required audits. Attends annual Authorized Signer training per Federal Regulations.
7. Assist with various administrative Human Resources activities for the division. 
8. As a member of the Snow Team, serve and assist with the coordination of emergency response teams as needed.
9. Provides support during special events such as safety meetings, department luncheons, etc.
10. Completes special projects and other duties as assigned; performs directed research.

Knowledge, Skills & Abilities

• Excellent working knowledge of and experience using business English. 
• Skills to provide first-rate customer service for internal and external customers.
• Skills to use Word, Excel, PowerPoint, and Outlook effectively and independently.
• Skills to compose, edit and print professional letters and memos in Word, enter data in Excel, and compose professional emails, enter and organize data, and schedule appointments in Outlook.
• Skills to convey information effectively and discreetly. 
• Skills to take initiative, investigate and solve problems.
• Skills to manage time well and keep work organized in an effective manner. 
• Ability to handle increasingly complex / confidential / sensitive executive level duties. 
• Ability to express ideas effectively, both orally as well as in writing.
• Ability to identify and analyze problems and identify possible solutions in support of established goals.
• Ability to identify and effectively respond to issues, concerns, and needs.
• Ability to work independently as well as a team member with diverse workgroups.
• Ability to maintain effective working relationships with co-workers, other City departments, and the public, representing the Airport in a positive manner.  

Preferred Qualification

Administrative experience supporting executive level managers. 

Minimum Qualifications

Associate degree in secretarial science, business administration or related field with two years of relevant experience. 
OR
Graduation from high school plus four years of relevant experience.  

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.

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.

In Conclusion

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