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HNS Community Engagement Administrative Assistant #2308-001100-01

(job code 001100, Hourly grade 11)

Date Opened
Monday, August 14, 2023 4:20 PM
Close Date
Sunday, August 27, 2023 11:59 PM
Section
Housing & Neighborhood Services
Salary
  • $46,984 to $52,856, based on experience
Employment Type
  • Full Time
Go Back View Benefits

Overview

The City of Charlotte is the largest municipality in North Carolina and the 15th largest city in the United States, with a total population of more than 897,000 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.

Charlotte’s local government, with more than 8,000 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.

Housing & Neighborhood Services focuses on creating vibrant, diverse neighborhoods through the delivery of four major service areas: Community Engagement, which works to create successful neighborhoods where people of diverse backgrounds and incomes can build successful lives, Code Enforcement, which works to improve the appearance of communities and maintain standards of living, Housing Services, which provides a wide array of programs and services for families residing the City of Charlotte, as well as CharMeck 311, which provides important information and services for customers in the City of Charlotte and Mecklenburg County.


Function

Community

Summary

The City of Charlotte’s Housing & Neighborhood Services (HNS) department is hiring for the position of Neighborhood Program Support Specialist within the Community Engagement division.  This dynamic division is a recognized leader in the area of empowering residents to engage and achieve proactive community improvement through our model of information sharing, planning, resource delivery and celebration of community efforts.  The position reports to the Neighborhood and Community Partnerships Manager.

Major Duties and Responsibilities

Grant, Contract & Invoice Processing:
For grants and programs administered through the Community Engagement Division. Ongoing grants include Neighborhood Matching Grants (NMG), Tree Care, Beautification, and other grants as assigned.
  • Prepare, process and monitor contracts for vendors and community organizations 
  • Facilitate contract signing & orientation meetings
  • Monitor grant progress, reporting and appropriate closeout activities and communications, with support of program staff  
  • Process invoices, provide basic accounting services and oversight to ensure that payment requests are accurate, properly processed through the Munis financial system and reimbursed in a timely manner 
  • Maintain grant related documentation allowing for accurate accountability and reporting
General Office Support:
Support Neighborhood and Community Partnerships Manager and program staff with complex data collection, data entry and analysis, compiling reports, scheduling, presentations and professional correspondence for internal and external audiences
  • Assist Community Engagement staff and team members with special event planning and coordination; catering requests; travel and conference registration; invoices, purchases, and reimbursements; and other administrative support as needed  
  • Coordinate Keep Charlotte Beautiful (KCB) clean-up supplies, when KCB program staff are unavailable
  • Administer the Neighborhood Organization Contact List (NOCL), an online database and voluntary directory of neighborhood leaders
  • Oversee annual National Night Out event reporting, in partnership with Charlotte-Mecklenburg Police Department 
  • Complete other duties as assigned to support complementary programs within the context of the City’s Mission and Vision to improve the Quality of Life in Charlotte’s neighborhoods  
Board & Committee Support:
For two (2) Neighborhood Matching Grants committees, the Beautification Bureau, and Keep Charlotte Beautiful (KCB)
  • Schedule meetings, prepare committee agendas, review packets and reports, coordinate catering
  • Attend meetings, prepare meeting minutes, track attendance and maintain committee rosters and contact information
  • Provide information in person, via email and by telephone and to city departments, officials, and the public as needed
  • Answer general questions regarding community engagement programs and activities
  • Attend evening and weekend meetings and events as needed 


Knowledge, Skills & Abilities

  • Advanced skills utilizing the Microsoft Office suite, particularly Excel, Outlook, PowerPoint, Word, Teams and OneNote, including:
    • Ability to create and manipulate spreadsheets with formatting and basic calculations; prepare PowerPoint presentations; and draft, mail-merge and format contracts and other professional correspondence in Word.   
    • Comfort managing a calendar, scheduling meetings, and creating and responding to email correspondence in Outlook
  • Comfort with scheduling and virtual meeting attendance via Microsoft Teams, Zoom and other virtual platforms as needed
  • Excellent customer service skills delivered with a positive attitude 
  • Strong paper and digital organization skills, with significant attention to detail
  • Ability to work independently

Preferred Qualification

  • Bachelor’s degree in social work, accounting, business, communications, public administration, urban planning, environmental studies, or geography
  • Photoshop, Graphic Design, Canva, Database, ArcGIS and Munis experience 
  • Working knowledge of government and non-profit resources 
  • Bilingual (Spanish/English) preferred, but not required

Minimum Qualifications

High School diploma/GED with one year of relevant professional work experience; or an Associate’s degree; or an equivalent combination of education and relevant experience that provides the necessary knowledge, skills and abilities to successfully perform the essential job duties 

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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