Administrative Assistant - Temporary - 1 Year #2301-001100-01
+ Benefits
- Date Opened
- Thursday, January 19, 2023 3:00 PM
- Close Date
- Thursday, February 02, 2023 11:59 PM
- Section
- Charlotte Water
- Salary
- $21.93 - $27.41/hour - Commensurate with experience
- Employment Type
- Temporary
Introduction
Charlotte’s local government, with more than 7,000 employees and a $2.39 billion budget, works hard to ensure that the community will be a winning city for everyone – a truly remarkable place to live, work, learn and play.
Charlotte Water is an enterprise department of the City of Charlotte and one of the largest public water and sewer service providers in the southeast with 300,000 customer accounts and over 1000 employees. Our service area includes the City of Charlotte, Mecklenburg County and the towns of Huntersville, Cornelius, Davidson, Mint Hill, Matthews and Pineville. Charlotte Water’s FY 23 budget is $535M and a five-year capital program of $2.5 billion. We enjoy the highest credit ratings from all three major credit rating agencies as a result of sound financial planning and management and strong support from our City Council. We value competent, skilled candidates with a customer service focus to work in a team environment.
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.
Function
This position provides administrative support for major administrative functions and processes in assigned area.
Summary
Work involves researching and analyzing data; preparing documents, contracts, and reports; supporting budget, inventory, purchasing, and invoicing processes; maintaining databases; making travel arrangements; coordinating meetings, schedules, and events; maintaining related files; and providing customer service. This position also provides clerical support, such as typing, filing, faxing, ordering supplies, and distributing mail.
Major Duties and Responsibilities
• Responsible for the execution of contracts, renewals, amendments, and memoranda. This includes interpreting City policies and procedures to obtain signatures based on the dollar value of the document, tracking documents through the approval process, creating necessary documentation for review, and ensuring documents are returned in a timely manner. Closely coordinate with other City departments including City Procurement, Finance, Risk Management, and the City Manager’s office to successfully complete this first task.
• Monitors procurement processes; creates requisitions; monitors budget/financial reports; and resolves discrepancies. Enters contracts to obtain necessary approvals and ensure electronic process are conducted concurrently with physical contract routing.
• Manage the receipt, review, and approval of Information Security Agreements.
• Orders supplies; supports department inventory activities.
• Coordinates travel; registrations.
• Coordinates events; arranges meetings; attends assigned meetings; and takes minutes as requested.
• Coordinates schedules; creates reminders of key activities.
• Performs special assignments for management; prepares periodic and special reports as requested.
• Performs administrative tasks such as word processing, completing spreadsheets copying, filing, faxing, entering data, making calculations, and processing mail.
• Provides standard information about department policies, procedures, or specific programs; disseminates applicable information to employees; and keeps up to date on changes to policies and procedures.
• Performs basic research of information; enters data; extracts data for analysis; and prepares, maintains, and produces lists, tables, and reports as requested.
• Audits, tracks, and retrieves information;
• Provides customer service to internal and external customers.
• Works as member of a team on a project basis.
• Executes various documents, such as memos, contracts, and certificates of insurances; manages receipt, review, approval, and storage of documents and records.
• Communicates with various vendors regarding service, agreements, and/or issues.
• Depending on assigned area, takes pictures of property damages with measurements; schedules repairs if needed; and submits information for risk management purposes
• Participates in special projects.
• Performs other related job duties as assigned.
Knowledge, Skills & Abilities
• Knowledge of Windows, Microsoft Office, including Outlook and any other software used within assigned area.
• Knowledge of word processing, spreadsheet, and database programs.
• Knowledge of customer service.
• Skill in communicating, both verbally and in writing.
• Skill in establishing interpersonal effective working relationships.
• Ability to work on multiple tasks within a team atmosphere.
Preferred Qualification
• High school diploma or GED; associate degree or college coursework preferred.
• Two (2) years of related work experience with public administration involving large field staff and support services.
Licenses, Certifications or Registrations:
• Requires valid driver’s license.
Minimum Qualifications
• High school diploma or GED; associate degree or college coursework preferred.
• Two (2) years of related work experience with public administration involving large field staff and support services.
Licenses, Certifications or Registrations:
• Requires valid driver’s license.
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.
As of October 1, 2021:
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.
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.
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
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