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
Assists in preparing and tracking of contract documents and assists in the preparation of budget development and budget tracking and financial reporting activities for Charlotte Douglas International Airport, under the guidance of the Assistant Facilities Maintenance Director. Works closely with Managers, Project Managers, and Supervisors within the Facilities Maintenance department to provide necessary information to Procurement and Budget teams. Tracks the contract process including scope development, solicitation, contract execution, contract renewal, request for council actions, fiscal year contract encumbrance and purchase order creation for goods and services for all Facilities sections (Building Maintenance., Airfield Maintenance. Fleet Maintenance. Facilities Services, and Logistics). Independent judgment and initiative are exercised, within established guidelines to complete assignments. The ability to organize and prioritize tasks is essential to the success of the position. Work involves contact with the public, vendors, tenants, and co-workers. Work is performed independently and evaluated by observation, review of records, reports, and discussion.
General Information:
• Standard business hours apply Monday through Friday. Work required at other times for meetings, special events, emergencies/urgent matters and inclement weather.
• Valid driver’s license in state of residency and ability to obtain and maintain a City Driving Permit.
• Certain convictions will disqualify individuals from unescorted access privileges and therefore exclude from employment.
Major Duties and Responsibilities
• Project Setup - Support Facilities Project Managers with setup of new projects in eBuilder including assignment of usernames to project roles and permissions for CLT staff, consultants and contractors, and upload and setup of project schedules.
• Preparing actions, contracts, change orders and pre-purchase requisitions for projects.
• Assist in the solicitation process including drafting pre-solicitation documents, recording and tracking responses, attend site tours, assist with vendor registration, attend and record pre and post solicitation meetings, and communications with vendors, suppliers, and contractors.
• Setup eBuilder document sharing and coordinate with CLT Facilities Department
• Document Control - Support Facilities Project Managers with eBuilder documentation control; setting up and maintaining eBuilder project folders including filing of project documentation with appropriate attribution and metadata; interface with CLT Records Manager to process records requests and project archiving; coordinate with electronic storage vendor to support electronic plans-room capabilities, records transfer and sharing, and maintaining eBuilder data integrity.
• Assist in the Preparation of Statement of Work.
• Prepare contract renewals, amendments and/or change orders.
• Prepare drafts of Requests for Council Action (RCA), City Manager Memos and requests for City Manager approval when required.
• Responsible for fiscal year set-up for Facilities annual contract encumbrances and purchase orders.
• Assist with the preparation of clear, concise, and accurate purchase orders in compliance with Federal, State and City regulations, statutes, policies and procedures.
• Assist with resolution of invoice discrepancies and pay apps to ensure vendor payments are timely.
• Respond to internal requests for research, information, and assistance on a timely basis. Identify and resolve problems in a timely manner.
• Work as liaison for Facilities Department with CLT Procurement department and e-builder.
• Provides contracts support for Facilities Division, responsible for ensuring contract renewals and solicitations are processed in a timely manner to ensure no loss of services or productivity and performs special projects as assigned.
• Prepare and track CIP (Capital Improvement Project) requests; act as focal point for all division CIP requests and updates.
• Track all Operating Capital Expenses for Facilities Division, providing financial reporting on available balances and status of all Facilities projects.
• Develop fiscal year budget request for approximately 120 annual Facilities contracts.
• Monitor and report contract available budgets and expenses as needed.
• Analyze and monitor Operating, CIP and Operating Capital budgets and generate expense reports as needed.
• Perform other task as assigned
Knowledge, Skills & Abilities
• Administrative and clerical procedures, methods, and computer equipment
• Principles, practices and techniques of basic bookkeeping and accounting
• Basic PC based software applications, business software, and financial systems
• Records retention and disposal
• Contract management
• City banking services and points of contact
• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Providing excellent customer service
• Organization and time management
• Collaboration and teamwork
• Troubleshooting and problem-solving techniques
• Meet schedules and deadlines of the work
• Understand and carry out oral and written directions
• Accurately organize and maintain paper documents and electronic files
• Maintain the confidentiality of information and professional boundaries
• Communicate clearly and concisely in written and verbal communication
• Reconcile accounts
• Collaborate with other teams
• Conduct research, prepare accurate records and reports.
Minimum Qualifications
High School Graduate or Equivalent and five years related work experience
OR
Associate's Degree and three years related work experience
OR
Bachelor's Degree and one year related work experience
OR
Master's Degree
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.
The City of Charlotte is an Equal Opportunity Employer.
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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