Administrative Officer Lead #2305-200900-01

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.

CDOT is recruiting an experienced Administrative Manager who can lead the broad work of the administrative team of the Engineering and Operations Division. The Administrative Manager leads a diverse staff of professionals involved in the human resources, administrative and budgetary functions of the Engineering and Operations Division, which has approximately 100 employees. This position has a dual reporting relationship with CDOT's Engineering and Operations Deputy Division Manager and CDOT's Human Resources Manager.

The Administrative Officer Lead position requires a high level of independent judgment, initiative, and the ability to exercise great organizational and communication skills. Strong candidates will be leaders who bring out the best in their team and work well in a collaborative environment.

• Responsible for all the Engineering and Operations division Human Resources functions, including payroll, employee benefits, City, department policy adherence, FLMA, ADA, and FLSA topics. 
• Supports a Division of 100+ positions, ensuring performance evaluation and pay plan is administered equitably. 
• Facilitates the recruitment and onboarding process and tracks division positions and vacancies. 
• Works with the Department Leadership to develop or update policies and work rules and implement new programs. 
• Responsible for ensuring division alignment with the CDOT department and City policies for compliance. 

• Oversee the preparation of contract specifications; monitors compliance with federal, state, local, and departmental policies; monitors contract administration; prepares costing information and reports. 
• Oversee staff responsible for purchasing materials and equipment, accounts payable, payroll, dispatching, shipping, receiving, inventory, equipment maintenance, safety, and other relevant administrative functions. 
• Oversee Purchase-Card activities for the Division, reviewing and approving items related to purchasing activities in the City ERP program. 
• Plans directs, and supervises assignments of all administrative, financial, and customer service activities and clerical support to the E&O Administrative Team. 
• Supports the development of the division budget; provides budget and financial reports as needed for the general fund and Powell Bill budget; ensures that all checks and balances exist. Forecasts financial needs: monitors budget and spending trends and reconciles expenses to funds available by account.
• Coordinates and supports the travel for the Division. 

• Establish and build positive working relationships with staff and coworkers
• Fosters training opportunities to enhance personal, professional, and technical development; develops annual training curriculum.
• Coordinates with Employee Safety and Training program managers on safety and training developing/implementing safety programs. Plan training and pay incentive programs. 
• Work closely with other CDOT Division administrative staff to share and learn best practices. 
• Facilitate team/staff meetings on a regular basis. 
• Performs related duties as required and other duties as assigned.

• Ability to obtain and maintain a City Driving Permit
• Ability to communicate effectively with diverse audiences using strong interpersonal skills in communication, leadership, decision-making, and innovation. 
• Ability to delegate work responsibilities to the team and hold staff accountable for desired outcomes. 
• Considerable knowledge and understanding of the City of Charlotte and Department of Transportation policies, regulations, and procedures. 
• Ability to exhibit and model good customer service skills. 
• Ability to always work professionally to display and adhere to the City Code of Ethics, Guiding Principles, and other established measures. 
• Knowledge of Human Resource Management and skilled in dealing with sensitive situations in a positive manner. 
• Knowledge of administrative, economic, and accounting principles and practices. 
• Knowledge of local, state, federal, and cooperative procurement exemption, and contracting methodologies. 
• Proficiency in Microsoft Office Suite, particularly Outlook, Excel, and Word. Is familiar with HR computer programs such as HR Information Systems (PeopleSoft, Kronos), Applicant Tracking System (JobAps), Employee Training (MySuccess) and Work Management systems (Cityworks), Personnel Financial data via software such as ERP (Munis, Tableau) or other related systems. 
• Ability to collect and analyze information and recommend solutions based on available data. 
• Ability to maintain accurate and organized records and files. 
• Skilled in project and process management to identify and implement process efficiencies.

•  Computer, Phones, Fax machines, and Computer programs (PeopleSoft, Munis, Kronos, Success Factors, Microsoft Office, etc.). 

• Job is primarily sedentary, sitting up to 8+ hours a day. 
• The job may require occasional field time and site visits. 
• Ability to maintain a valid NC Driver's license. 
• Operate computer. 
• Prepare presentations and facilitate group meetings. 

• Normal hearing or hearing correctable with a hearing aid. 
• Vision necessary to maintain a valid NC Driver's license. 
• Insight to prepare and analyze data. 
• Effective communication, both verbally and in writing.

• Five years (minimum) experience in Business Administration, Accounting, Public Administration, or Human Resources. 
• Municipal experience is a plus.

• $69,404.00 - $85,000.00/ Year ; Commensurate with experience

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.

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.

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.