Administrative Assistant Senior
Administrative Assistant Senior
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Job Description
Close Date: Friday June:00 AM
Department: Planning Design & Development Department
Salary: $57691.48 - $72114.35 Commensurate with Experience
SUMMARY
This position is responsible for providing executive administrative support to the Department Director and Deputy Director. Work will require the exercise of considerable initiative independent judgment and a high level of confidentiality. This position will schedule and coordinate meetings travel and other group activities and report to the Department Director and Deputy Director. The role will collect and review information and creates reports charts and other presentation materials as needed. The position will respond to or route priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the executive office.
MAJOR DUTIES & RESPONSIBILITIES
Provides direct support to department director and deputy director including email and calendar management
Serves as primary point of contact for internal and external clients
Coordinates leadership meeting and travel logistics as needed (virtual meetings food orders booking meeting rooms hotel rooms airfare etc.)
Coordinates travel arrangements and expenses for the Director and Deputy Director following department policies procedures and regulations
Handles several financial functions such as accounts payable processes purchase card transaction reconciliation and expense reports/reimbursement processes
Acts as a gatekeeper for executive leadership
Organizes internal and off-sight meetings
Collaborate with other departments/agencies and the office of constituent services on administrative matters
Provides Business Executive Services Division Support
Process public records requests in coordination with overall City responses
Provides technical assistance to customers and staff
May serve as Notary for department
Performs other duties as assigned
Work requires regular interaction involving exchange and receipt of information. The impact the job has on the City of Charlotte is limited in terms of time money or public/employee relations.
MINIMUM QUALIFICATIONS
High school diploma (or GED equivalent)
Three (3) years of related work experience in administrative support including supporting executives
Any equivalent combination of training education and experience that provides the required skills knowledge and abilities
COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES
Knowledge of:
Administrative and clerical procedures methods and computer equipment
Principles and practices of basic bookkeeping and financial/accounting principles
Basic PC based software applications business software and financial systems (all Microsoft Office)
P-Card policies
Video conferencing software and applications
Supervisory principles and practices
Records retention and disposal
Skilled in:
Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
Performing a variety of duties often changing from one task to another of a different nature
Performing basic mathematical functions such as addition subtraction multiplication division percentages and ratios
Providing excellent customer service
Organization and time management
Collaboration and teamwork
Troubleshooting and problem-solving techniques
Ability to:
Meet schedules and deadlines of the work
Understand and carry out oral and written directions
Accurately organize and maintain paper documents and electronic files
Maintain the confidentiality of information and professional boundaries
Communicate clearly and concisely in written and verbal communication
Ability to train others
Reconcile accounts
CONDITIONS OF EMPLOYMENT
The Citys 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 candidates 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.
For questions about your application or the hiring process please email .
The City of Charlotte is committed to making the job application process accessible to all. Upon request auxiliary aids written materials in alternate formats language access and other reasonable accommodations or modification will be provided. To make a request please email call or visit us in person at700 4th St. Charlotte NC 28202.
BENEFITS
The City of Charlotte provides a comprehensive benefits package to all employees.
Clickhereto learn more about the City of Charlottes benefits.
The City of Charlotte is a drug and alcohol-free workplace.
Employment Type
Full-Time
