Administrative Services Lead

Date Opened: Friday August:00 AM

Close Date: Friday September:00 AM

Department: Charlotte Water Department

Salary: $65196.00 - $81495.00 Commensurate with Experience

Welcome to the City of Charlotte

Charlotte is Americas Queen City opening her arms to a diverse and inclusive community of residents businesses and visitors alike. Here you will find a safe family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety health and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce

• Valuing teamwork openness accountability productivity and employee development

• Providing all customers with courteous responsive accessible and seamless quality services

• Taking initiative to identify analyze and solve problems

• Collaborating with stakeholders to make informed decisions

SUMMARY

Charlottes local government with more than 9000 employees and a total budget of $3.65 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.

Charlotte Water is an enterprise department of the City of Charlotte and one of the largest public water and sewer service providers in the southeast with over 330000 customer accounts and over 1100 employees. Our service area includes the City of Charlotte Mecklenburg County and the towns of Huntersville Cornelius Davidson Mint Hill Matthews and Pineville. Charlotte Waters FY 26 budget is $651 million and a five-year capital program of $2.2.28 billion. We enjoy the highest credit ratings from Moodys and S&P Global as a result of sound financial planning and management and strong support from our City Council. We value competent skilled candidates with a customer service focus to work in a team environment.

SALARY: The salary for this position is: $73345.50 - $81494.99 Commensurate with Experience

JOB SUMMARY:
This position provides administrative support for the major business functions and projects in the Maintenance Division (7080) including human resources (HR) asset management administration and budget. This position will work closely with the Division Manager to develop integrate and maintain business practices within the division. Work involves researching and analyzing data; preparing documents contracts and reports; maintaining databases and benchmarking data; creating dashboards; coordinating meetings; maintaining related files; and supporting budget inventory purchasing and invoicing processes. This position also acts as a liaison to HR; supervises assigned staff; processes payroll requisition entry and may provide additional clerical support such as typing filing faxing ordering supplies and distributing mail.

ESSENTIAL JOB FUNCTIONS:
Supervises and coordinates work activities of assigned staff; assigns work monitors status of work and inspects completed work; participates and provides input in staffing decisions relative to hiring firing discipline and promotional opportunities; evaluates performance; mentors staff; and aids with career development.
Serves as primary administrative support for assigned area.
Processes the divisions weekly payroll function; ensures compliance with state and federal mandated programs.
Oversees the preparation development and monitoring of operational and capital budget including preparation of reports and fund balance review procurement processes purchasing inventory data and related policies.
Enters requisitions and receives invoices for purchases of equipment when needed
Works with procurement and legal to develop and manage contracts and RCAs
Oversees division procurement card and travel policy.
Administers City benefit programs for staff; including enrollment and answering related questions and completing and submitting required FMLA A&S WC and other forms as required.
Administers employee evaluation process to ensure timely completion.
Submits certification lump sum requests
Manages employee files and ensures information is up-to-date; manages the divisions organizational chart.
Communicates policies and changes to leadership and staff.
Plans coordinates and completes projects on time and within scope.
Review current business processes and makes recommendations for improvement.

Uses spreadsheets and databases to compile analyze and distribute data for reporting or analysis.
Manages data for major benchmarks that support Charlotte Water operations and maintenance divisions.
Develops SharePoint information and dashboards for the maintenance division.
Performs special 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.
Performs basic research of information; enters data; extracts data for analysis; and prepares maintains and produces lists tables and reports as requested.
Works as member of a team on a project basis.
Participates in special projects.
Performs other related job duties as assigned.

MINIMUM REQUIREMENTS TO PERFORM WORK:
High school diploma or GED; associate degree or college coursework preferred.
Two (2) years of related work experience with public administration involving large staff and support services.

Preferred Qualifications:
Bachelors Degree with major course work in public or business administration accounting communication or other closely related field.

Licenses Certifications or Registrations:
Requires valid drivers license depending on assigned area.

• Must obtain and maintain a City Drivers Permit

Knowledge Skills and Abilities:
Knowledge of word processing spreadsheet and database programs.
Ability to provide extreme customer service.
Skill in communicating both verbally and in writing.
Skill in establishing interpersonal effective working relationships.
Knowledge of SharePoint Munis Cityworks Windows Microsoft Office including Outlook and any other software used within assigned area.
Ability to work on multiple tasks within a team atmosphere.
Ability to plan direct and oversee the work of others as assigned.

PHYSICAL DEMANDS:
The work is sedentary work and requires exerting up to 10 pounds of force occasionally to move objects. Additionally the following physical abilities are required: manual dexterity perceiving sounds at normal speaking levels distinguishing among sounds mental acuity reaching speaking talking and visual acuity in data/color/observations.

WORK ENVIRONMENT:

Work is performed in a dynamic environment that requires sensitivity to change and responsiveness to changing goals priorities and needs.

ADDITIONAL INFORMATION:
This job description is not intended to be and should not be construed as an inclusive list of all the responsibilities skills or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements management reserves the right to modify add or remove duties and assign other duties at any time. This job description does not constitute a written or implied contract of employment.
To perform this job successfully an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein employees may be required to perform duties not specifically spelled out in the job description but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description.

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 and does not unlawfully discriminate on the basis of race religion color sex national origin marital status age disability sexual orientation political affiliation or on the basis of actual or perceived gender as expressed through dress appearance or behavior.

Our culture is to serve the community honorably.

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 self-service application kiosks are available. They are located in our office at 700 East 4th Street Suite 200 Charlotte NC 28202. We are open Monday through Friday from 9:30 a.m. to 3:30 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 our services and programs accessible to all. Upon request auxiliary aids written materials in alternate formats language access and other reasonable accommodations or modifications will be provided. To make a request please fill out the Innovation & Technology ADA request form or call 704.336.4120.

BENEEFITS

The City of Charlotte provides a comprehensive benefits package to eligible employees.

Clickhereto learn more about the City of Charlottes benefits.

The City of Charlotte is a drug and alcohol-free workplace.