Administrative Assistant Facility OperationsAccounts Payable

Charlotte, VT - USA

Monthly Salary: $ 24 - 29

Posted on: 10 hours ago

Vacancies: 1 Vacancy

Job Summary

Date Opened: Friday January:00 AM

Close Date: Friday January:00 AM

Department: General Services Department

Salary: $24.00 - $29.81 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

Seeking an Administrative Assistant for the Facility Operations Division of the General Services Department. The Facility Operations Division is responsible for the facility management and maintenance of over 200 City-owned facilities. This position will be responsible for performing a broad range of administrative duties with a heavy focus on accounts payable.

Major Duties and Responsibilities

Reviews all invoices for appropriate documentation and approval prior to payment
Responsible for clearing invoices from the Match Exceptions Que within a timely manner
Submit employee reimbursement requests into Workday
Process audit and assist trade staff with monthly purchase transactions and invoices
Creates and assigns service orders in Cityworks
Reconcile vendor statements research and correct discrepancies
Process and compile various reports and documentation for internal departmental billing
Maintain files and documentation thoroughly and accurately in accordance with City policy and accepted accounting practices
Orders supplies; supports department inventory activities
Reconcile processed work by verifying entries and comparing system reports to balances. Charge expenses to appropriate PL/GL by analyzing invoice or expense reports; record entries
Respond to vendor inquires. Coordinate vendor payments; resolve purchase order contract invoice or payment discrepancies and documentation
Creates requisitions for purchase of goods and services in Workday
Provide backup for general office needs including payroll entry information requests and answering phones
Perform other administrative duties as assigned

Knowledge Skills & Abilities:

The ability to work well independently and as part of a team in a fast-paced high-volume environment with an emphasis on accuracy and timeliness.
Proficiency with Microsoft Office in particular Word and Excel.
Adaptable to changing business conditions new ideas and methods. Prior change management or process improvement experience preferred.
Excellent problem solving and verbal and written communication skills.
Customer focused dedicated to meeting the expectations and requirements of internal and external customers.
Relates well to a wide variety of individuals.
A good understanding of general administrative processes trends and best practices.
Knowledge of basic accounting principles data analysis and research and resolution skills.
Good organizational skills with the ability to prioritize and use his/her time effectively and efficiently.

Preferred Qualifications:

A Bachelors degree in accounting finance business administration or related field and two years (2) of related administrative experience in a large office setting. Experience with accounting facilities management and human resource work systems: Workday and Cityworks preferred.

Minimum Qualifications:

An Associates degree in accounting finance business administration or related field or equivalent combination of education work experience and relevant industry/job specific knowledge skills and/or certifications may be considered.

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.

Required Experience:

Junior IC

Date Opened: Friday January:00 AM Close Date: Friday January:00 AM Department: General Services Department Salary: $24.00 - $29.81 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 bus...