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Administrative Assistant #2307-001100-01

Date Opened
Tuesday, July 11, 2023 9:46 AM
Close Date
Tuesday, July 25, 2023 11:59 PM
Section
Charlotte Area Transit
Salary
  • $46,984 to $58,730/year (Salary commensurate with experience)
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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

The Charlotte Area Transit System (CATS) seeks an enthusiastic Administrative Assistant. This individual will support the Safety and Security division. Performs a wide scope of administrative duties while exercising initiative, follow through, and confidentiality. Responds to customer inquiries, sorts/distributes mail, signs for deliveries, and schedules conference rooms. Manages giveaway inventory and orders supplies. Establishes and maintains relationships with the CATS internal departments, CATS employees, partnering agencies, public interest groups, and 

Major Duties and Responsibilities

  • Act as the liaison for Safety and Security division records management
  • Create requisitions, reviews invoices, answers questions regarding invoice discrepancies, and verify receipt of materials and services, and reconcile purchase card transactions.
  • Assist with organizing events and special projects.
  • Ensure customer requests are processed and resolved in timely manner.
  • Maintain inventory records of Safety and security assets and equipment.
  • Coordinate and purchase items for events and projects
  • Assist with regular inventory counts of Safety and Security supplies.
  • Assist employees with leave and time off request.
  • Facilitate new hire setup process and decommissioning of employees.
  • Support CATS in being a safe organization by assisting in implementing Safety Management Programs and following the Agency Safety Plan.
  • Report safety concerns and issues to appropriate CATS staff
  • Manage budget summary sheets tracking purchases with POs and P-Card
  • Purchase and manage office supplies.
  • Purchase and manage supplies for contracted security forces.
  • Take minutes for safety and security related committees.
  • Track and manage Safety and Security Bulletin and Notices in SharePoint
  • Submit Journal Entries when S&S needs to recoup funds from another department.
  • Perform other job-related duties as required.

Knowledge, Skills & Abilities

  • Proficient computer skills using Microsoft Word, Outlook, PowerPoint, and Excel
  • Knowledge and ability to process invoices
  • Ability to work on multiple tasks in a team atmosphere
  • Excellent oral and written communication skills
  • Work effectively and efficiently to achieve goals in a fast-paced, dynamic environment
  • Ability to prioritize projects and work independently
  • Ability to exhibit exceptional organization skills, and attention to detail

Preferred Qualification

  • Associate degree/college coursework in business administration or related field
  • Experience using MUNIS management system

Minimum Qualifications

  • High School Graduate or Equivalent and one year(s) of related work 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.

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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