Administrative Specialist

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

SALARY:

The salary for this job is: $26.83 - $29.80 per hour Commensurate with Experience

JOB SUMMARY

This position provides administrative support for major administrative functions and processes in an assigned area. Work involves researching and analyzing data; preparing documents and reports; supporting budget inventory purchasing and invoicing processes; maintaining databases; making travel arrangements; coordinating meetings schedules and events; maintaining related files; and providing customer service. This position also provides clerical support such as typing filing faxing ordering supplies and distributing mail.

ESSENTIAL JOB FUNCTIONS:

• Monitors procurement processes; creates requisitions; monitors financial reports; and resolves discrepancies.
• Orders supplies and uniforms; supports department inventory activities.
• Manage Records retention of various administrative files. Reconcile City procurement cards.
• Coordinates travel employee reimbursements distribute mail and other administrative functions.
• Coordinates events; arranges meetings; attends assigned meetings; and takes minutes as requested.
• Coordinates schedules; creates reminders of key activities.
• Performs special assignments for management; prepares periodic and special reports as requested to include monthly budget reports tracking benchmarking information and purchase orders.
• Performs administrative tasks such as word processing completing spreadsheets copying filing faxing entering data making calculations and processing mail.
• Greets visitors; answers and directs incoming telephone calls and monitors entry into the facility.
• 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 maintains and produces lists tables and reports as requested.
• Audits tracks and retrieves information.
• Provides customer service to internal and external customers.
• Works as member of a team on a project basis.
• Communicates with various vendors regarding service agreements and/or issues.
• 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 field staff and support services.

Licenses Certifications or Registrations:

• Requires valid drivers license.
• Must obtain and maintain a City Drivers Permit.

Knowledge Skills and Abilities:

• Knowledge of similar software or PeopleSoft Kronos 6.3 Windows Microsoft Office including Outlook and any other software used within assigned area.
• Knowledge of word processing spreadsheet and database programs.
• Knowledge of customer service.
• Knowledge of telephone systems.
• Skill in communicating both verbally and in writing.
• Skill in establishing interpersonal effective working relationships.
• Ability to work on multiple tasks within a team atmosphere.
• Ability to plan direct and oversee the work of others as assigned.
• Must possess strong organizational skills and have the ability to work on multiple tasks simultaneously.
• Knowledge working with a continuous improvement program.

PHYSICAL DEMANDS:

The work is light work and requires applying 10 pounds of force frequently exerting up to 20 pounds of force occasionally to move objects. Additionally the following physical abilities are required: manual dexterity grasping handling perceiving sounds at normal speaking levels distinguishing among sounds reaching repetitive motion speaking talking visual acuity in data and color and walking.

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.