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Administrative Officer Senior - Real Estate Asset Manager #2305-200700-01

Date Opened
Wednesday, May 31, 2023 10:30 AM
Close Date
Thursday, June 15, 2023 11:59 PM
Section
Charlotte Water
Salary
  • $59,955.00 - $74,942.29/year - Commensurate with experience

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 and supervision for major administrative functions and processes for the Real Estate section within Charlotte Water Engineering. This role is responsible for managing utility owned properties, easements, and water/sewer infrastructure and administrative processes related to real estate and asset management. 

Summary

Work involves researching and analyzing data; preparing documents, contracts, and reports; supporting budget, real estate inventory, purchasing, and invoicing processes; project status data; maintaining databases; administering related department fleet functions; coordinating meetings, schedules, and events; maintaining related files; and providing customer service.   

Major Duties and Responsibilities

Supervises assigned staff; makes assignments to staff; investigates and aids when needed; and provides direction for various projects 
Provides periodic updates of operating budget; coordinates/prepares budget for midyear and upcoming fiscal years for Engineering Division; collects/compiles/reviews enhancement (SLC) information; and answers questions related to encumbrances, expenditures, and operating budget.
Supervises cash flow and project status data management; provides reports as needed; manages LUESA payments; reviews and approves real estate transactions; reports labor costs for Engineering staff; updates system with project accounts and activity IDs; trains staff on using applicable systems; communicates and coordinates with finance and procurement staff regarding encumbrances and PL transitions; and answers questions related to encumbrances, expenditures, and capital budget.
Serves as Engineering's liaison for fleet management;  sends out maintenance reminders; maintains list of vehicle assignments; determining specs needed for replacement/addition/SLC addition vehicles; sends notifications when vehicles need to be picked up or turned in; requests Fuelman cards and PINs; sends notices regarding Fuelman purchase reports, CMGC parking card assistance, and car wash voucher assistance; organizes spare keys; reviews policy to answer questions; and compiles data; and provides reports as-needed (e.g. pool vehicle usage, vehicles per supervisor, etc.).
Serves as Engineering's liaison for cell phones; receives requests and orders new and replacement cell phones via Verizon portal or service desk tickets; orders Airwatch licenses; maintains stock of cell phone supplies; sets up replacement and new cell phones; resets old phones (often involves troubleshooting with Information Technology); updates Verizon portal; and reviews non-use reports.
Attends assigned meetings.
Coordinates badges for vendors, maintains org chart in Visio,
Assists with flow chart development, 
Assists with Design Build Real Estate process planning.
Monitors procurement processes; creates requisitions; monitors budget/financial reports; and resolves discrepancies.
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, filing, faxing, entering data, making calculations, and processing mail.
Greets visitors; answers and directs incoming telephone calls for zone location. 
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.
Build and manage a portfolio of utility assets including real estate (easements and property), infrastructure, and buildings.
Evaluate land use and provide recommendations to optimize the utilization of Charlotte Water assets. 
Work with department leads to identify surplus properties and manage liquidation procedures. 
Assist with the implementation and management of new asset management policies and procedures.   
Oversee a quality control program for property/easement acquisitions.
Perform ongoing QA/QC of asset records, including easement agreements.
Prepare detailed metrics and reports to evaluate asset management and acquisition strategies.
Prepare and process financial records related to real estate acquisitions.
Prepare solicitation documents for new contracts, as needed.
May serve as utility liaison with City Code Enforcement & City Real Estate.
May support property management activities with the Maintenance Division on active & inactive Charlotte Water-managed, City-owned parcels and easements, including, but not limited to, landscaping, tree removal and criminal nuisance abatement, towing, littering-debris removal and limited physical security structural maintenance such as signage and adjoining property owner outreach.
Performs basic research of information; enters data; extracts data for analysis; and prepares, maintains, and produces lists, tables, and reports as requested.
Works as member of a team on a project basis.
Participates in special projects.
Performs other related job duties as assigned.

Knowledge, Skills & Abilities

Knowledge of the Real Estate Industry
Knowledge of e-Builder, PeopleSoft, Windows, Microsoft Office/365, including Outlook, Excel, SharePoint, and Power Point
Knowledge of collaborative delivery project methods, such as Design Build.
Knowledge of asset management.
Knowledge of customer service.
Skill in working with Title and Survey documents
Skill in communicating, both verbally and written.
Skill in establishing interpersonal effective working relationships.
Ability to prioritize and work on multiple tasks within a team atmosphere.
Ability to plan, direct, and oversee the work of others as assigned.

Preferred Qualification

Bachelor’s degree, from an accredited college or university
3 years of professional-level experience in Asset Management or related field 
North Carolina Real Estate License
Membership in International Right of Way Association (IRWA)
Experience with City of Charlotte financial processes
Experience with Munis, Clarity, and ArcGIS software
Experience with information systems; development and configuration

Minimum Qualifications

High school diploma or GED
Five (5) years of related work experience with public administration involving large field staff and support services.

OR
Associates Degree 
Three (3) years of related work experience with public administration involving large field staff and support services.

OR
Bachelor’s Degree 
One (1) year 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.

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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