The goal of the City of Charlotte's General Services Department is to guide agencies through innovative and efficient deployment of resources to meet their missions and fulfill the needs of the city in a rapidly evolving and complex environment. The Department will design and deliver expanded, shared services across departments and for the City of Charlotte to improve performance and save taxpayer money. General Services consists of capital project management, fleet services, procurement, environmental services, property management, and other support services.
City Procurement, a Division of the General Services Department, is responsible for centralized governance and oversight of the City of Charlotte's procurement and contracting activities. The Division is comprised of four procurement teams, each responsible for a specific area of focus as an internal support organization to all city departments in the acquisition of Construction/ AES/ Facilities, Commodities, Services & Technology, and Transit Procurement Management. In addition, City Procurement manages the Asset Recovery and Disposal (ARD) Program, Corporate Procurement-Card Program, Corporate Compliance Program, Vendor Administration, and the Charlotte Cooperative Purchasing Alliance (CCPA).
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.
The Administrative Procurement Agent position in the City Procurement Division of the Department of General Services is responsible for leading the administrative duties across multiple procurement categories to support solicitation and contracting activities as well as managing a large volume of documents annually. Work includes facilitating contract execution, serving as the General Services Records Management Liaison, coordination of annual association membership renewals and updates, administration of the city’s NC Interactive Purchasing Site (NCIPS) account, and performing other administrative duties as assigned.
Major Duties and Responsibilities
- Route new contracts, amendments, renewals, and change orders across multiple disciplines of work, including but not limited to horizontal and vertical construction, alternative delivery methods, construction related services, other services, technology and commodities through current contract routing and financial systems.
- Update and maintain contract routing status in appropriate database.
- Serve as the co-vanguard for General Services responsible for facilitating the fulfillment of public records requests.
- Serve as the point of contact for the GS Record Retention Schedule, ensuring all records are managed to the applicable retention schedule, destruction of records according to retention, monitor and maintain contract folders, and assist with system updates and maintenance as required.
- Participate in quarterly record management meetings and lead yearly audit of City Procurement Division.
- Draft and execute time-only amendments for City Procurement as requested.
- Draft and execute administrative amendments for City Procurement as requested.
- Run various reports from multiple systems as requested by City Procurement leadership.
- Crosstrain and act as backup to the City Procurement Admin Assistant in all work assignments, which could include but not be limited to Council Agenda and Meeting support, coordination of meetings, logistical onboarding and offboarding of staff, technical liaison support as necessary to coordinate system and application problems or needs, secure Munis transactional support for quotes, requisitions, bill payment and p-card transactions, general and specific front-line service to assist customers and partners with how to do business with the city and interface with City Procurement, supplies and technology ordering, distribution, and inventory, and mail distribution.
- Requires technical expertise in Microsoft Office, including Word, Excel, Power Point, Outlook, SharePoint, and Munis.
- Performs related duties as required.
Knowledge, Skills & Abilities
- Proficiency with Microsoft Office products, and other city software such as Munis, Peoplesoft, and DocuSign.
- Ability to establish effective working relationships.
- Ability to keep complex records, to assemble and organize data and to prepare reports.
- Ability to compose effective and accurate correspondence and data entry and complete necessary paperwork in an accurate manner.
- Must have good organizational and communication skills.
- Expected to develop and refine work details and set priorities.
- Expected to produce high-level quality work with minimum oversight.
- Previous experience with records management processes.
- Requires an Associate’s Degree and three (3) years of experience or equivalent combination of education, work experience, and relevant industry/job specific knowledge, skills, and/or certifications may be considered.
- $57,100 - $71,375 Commensurate with Experience
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.
Please note that all job offers are contingent
upon an applicant successfully passing a new hire background check and drug
screening. If an applicant does not pass the background screening, the
offer will be rescinded.
The City of Charlotte is an Equal Opportunity Employer.
How To Apply
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.
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.
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