Office Assistant Senior

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

Major Duties and Responsibilities:

• Field incoming calls schedule conference calls schedule meetings make travel arrangements for staff plan and coordinate special events

• Promptly respond to customer inquiries and in-person visits in a professional and friendly manner

• Maintains and tracks action items from weekly staff meetings

• Types and edits a variety of letters memoranda reports and minutes working from rough drafts verbal instructions or established procedures accurately types and processes materials and forms and other documents which can be of a specialized nature

• Composes letters independently; ensuring accuracy proper grammar and appropriate formatting.

• Establish and maintain accurate and detailed records for division filing system

• Prepares purchase requisitions and tracks order status

• Keeps files records and calendars current for department manager and staff

• Assists records manager in updating electronic filing system

• Processes expense reports

• Provide general information on department policies and procedures to contractors

• Train and supervise other clerical employees performing standard office duties records requests and operational inquiries.

• Provides technical advice and information to employees and members of the public regarding authorized operational functions and activities.

• Facilitate day-one employee orientation

• Acclimate new employees to city and departmental policies and procedures

• Formulate monthly reconciliation report showing expenditures

• Monitor departmental budget by ensuring correct line items being expensed

• Performs related duties as required

Knowledge Skills and Abilities:

• Able to communicate effectively with all sorts of staff as well as clients and vendors
• Flawless attention to details
• Dedicated to ethical standards highly trustworthy and has
• integrity
• Comfortable dealing with and handling confidential information
• Resourceful and the ability to work independently and with minimal direction
• Proficient in Microsoft Suite (Word Excel Outlook and PowerPoint)
• Excellent verbal and written communication skills
• Detail oriented possess strong communication (both oral and written).
• Proficiency with building updating maintaining spreadsheets and working efficiently in multiple databases.
• Will be required to use Excel to track actions dealing with budgets.
• Maintain budget tracking for the department
• Reconcile financial transactions and maintain documents in the designated financial system.
• Support development review implementation of project-level budgets and spending plans.
• Identify analyze develop review and reconcile budget and financials data sets according to the approved timelines.
• Ability to work and participate in a team environment within and across department lines.
• Miscellaneous administrative tasks as required by the department. Knowledge of APA style formatting and citations

Minimum Qualifications:

Requires high school graduation/GED with three years of experience or Associates degree with one year experience of administrative assistant experience supporting multiple managers preferably supplemented by college-level courses in a related field extensive computer skills (Microsoft Office Suite) in a fast-paced customer-service driven environment. Computer and typing proficiency exams will be required for the final candidate. Must be able to pass a pre-employment drug test a criminal background check DMV report and be eligible for a City Driving Permit.

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.

BENEFITS

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.