Administrative Assistant #2310-001100-01

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.

The Administrative Assistant provides administrative support for major administrative functions and processes. Work involves personnel and payroll administrating; researching and analyzing data, preparing documents, contracts, and reports; supporting budget, purchasing, and invoicing processes; making travel arrangements, maintaining related files, and providing customer service. This position also provides clerical support such as typing, filing, faxing, ordering supplies, and distributing mail.

• Monitors procurement processes; creates requisitions; monitors budget/financial reports; and resolves discrepancies.
• Receives time and attendance hours worked; edits and makes corrections with Manager/Supervisor assistance and transmits payroll.
• Coordinates travel registrations.
• Coordinates events, arrange meetings, attends assigned meetings, and takes minutes as requested.
• Coordinates schedules, creates reminders of key activities.
• Performs specials assignments for management, prepares periodic and special reports as requested.
• Performs administrative tasks such as word processing, completing spreadsheets, copying, filing, faxing, entering data, making calculations, and processing mail.
• 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.
• Performs basic research of information, enters data, extracts data for analysis, and prepares and maintains and produces lists, tables, and reports as requested.
• Audits, tracks, and retrieves information.
• Orders supplies, supports department inventory activities.
• Provides customer service to internal and external customers.
• Works as member of a team on a project basis.
• Executes carious documents, such as memos, contracts, and certificates; manages receipt, review, approval, and storage of documents and records.
• Communicates with various vendors regrading service, agreements, and/or issues.
• Other duties as assigned to ensure the efficient operation of the department.
• As part of your responsibility to support the CATS Safety Culture, report safety concerns and issues through the various methods established by CATS as outlined in the ASP.

• Knowledge of Kronos, MS Office, Teams, Concur, eBuilder, and MUNIS.
• Knowledge of customer service
• Skill in establishing interpersonal effective working relationships.
• Skill in communicating bother verbally and in writing.
• Demonstrate flexibility and the ability to perform well under stress.
• Must be able to work well with people at all levels of the organization, and to employ discretion in handling confidential and proprietary information appropriately.
• Work independently with limited supervision.

• High school diploma or GED; associate or college coursework preferred.
• Two (2) years of related work experience with public administration involving large operations staff and support services.
• Valid Driver’s License

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.