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Administrative Specialist - EMD Division #2301-200300-01

Date Opened
Monday, January 09, 2023 3:30 PM
Close Date
Sunday, January 29, 2023 11:59 PM
Section
Charlotte Water
Salary
  • $45,615.00 - $59,869.00/year - Commensurate with experience
Employment Type
  • Full Time

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.

Summary

Provides administrative support for the Charlotte Water Environmental Management Division McAlpine Creek Wastewater Treatment plant. Duties include assisting in procurement, budgetary, accounts payable, tracking benchmark information, performing research and analyze data, coordinate travel, some personnel management, policy guidance and provide some clerical duties such as ordering supplies, distributing mail, providing customer service working with citizens, vendors, contractors and monitoring plant entry and incoming telephone calls. 

Major Duties and Responsibilities

Create requisitions for purchase of goods or services in Munis. Ensure proper receiving, invoice processing and making adjustments to purchase orders.  Monitors and resolves discrepant invoices.  Track and monitor established contracts.
Process and reconcile Procurement Card (Pcard) and administer travel according to policy requirements.  
Monitor budget transactions to include summary and internal billing, prepare monthly budget reports and track key plant benchmark transactions.  
Analyze and evaluate various trends related to division operation.
Serve as back-up to prepare weekly division payroll and to assist employees with personnel questions.
Participate in special projects and related duties as assigned.
Maintain files according to the records management process.
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.
Greets visitors and answer incoming telephone calls.  
Coordinate administrative functions to include ordering supplies, uniforms, distribute mail and other administrative functions. 

Knowledge, Skills & Abilities

Ability to critically think and analyze various types of data.
Ability to work in Microsoft Office and other software that manages payroll, procurement, budget and travel. 
Ability to communicate effectively, orally and in writing and work in a team environment.
Strong ability of to use word processing, spreadsheets, presentation and database software programs.
Must possess strong organizational skills and have the ability to work on multiple tasks simultaneously.
Knowledge working with a continuous improvement program.

Preferred Qualification

Graduation from a two- year college or university with major course work in public or business administration, accounting, budget or related field and at least two years of related work experience.
Must have the ability to communicate effectively both orally and in writing and work in a team environment. 
Very Proficient with Microsoft Office software including Excel spreadsheets . 
Experience with administrative functions to include governmental purchasing requirements, payroll, budget monitoring and other processes.
Experience with Peoplesoft, Kronos, Munis and Concur software’s.

Minimum Qualifications

High School Graduate or Equivalent and one year related work experience

OR

Associate's Degree

Must have a valid driver’s license and the ability to obtain a City Drivers permit.

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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