Office Assistant

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:

• Provide direct administrative support to the Human Resources Generalist assigned to the Police & Fire Training Academy including assistance with Police Recruiting and Training Academy operations.
• Assist with onboarding and personnel processing for new hires including data entry into personnel and human resources information systems.
• Scan organize and maintain confidential background investigation files and personnel records within electronic document management systems.
• Assist with departmental audits and compliance reviews by preparing and organizing requested records and documentation.
• Support identification and access processes for trainees and interns complete recurring administrative reporting and tracking functions and maintain recruitment and hiring-related data and records.
• Provide support for promotions graduations ceremonies promotional testing processes and all other internal events as needed.
• Attend meetings as assigned and prepare meeting minutes summaries and follow-up documentation.
• Type proofread and prepare correspondence reports memoranda minutes forms spreadsheets and other documents.
• Maintain accurate files records logs and tracking systems in accordance with departmental procedures.
• Operate standard office equipment and software systems for document preparation scanning records management badge creation and communication.
• Assist other human resources staff with projects or administrative support functions on an as-needed basis.
• Perform all other duties as assigned.

Minimum Qualifications:

• High School Graduate or GED equivalent.
• Minimum of five (5) years of clerical administrative or related office support experience.

Preferred Qualifications:

• Experience using Workday OnBase and Snowflake.
• Experience working with confidential records and sensitive information.
• Experience in human resources public safety government or training environment.

Knowledge Skills and Abilities:

• Knowledge of administrative and clerical procedures recordkeeping practices and office operations.
• Ability to maintain confidentiality and handle sensitive personnel information with discretion.
• Strong organizational skills with the ability to prioritize tasks and manage multiple assignments simultaneously.
• Strong attention to detail and accuracy in data entry reporting and records management.
• Ability to communicate effectively both verbally and in writing.
• Ability to establish and maintain effective working relationships with employees supervisors applicants trainees and the public.
• Proficiency in Microsoft Office and other office software applications.

ADA and Other Requirements:

Positions in this class typically require grasping talking hearing seeing repetitive motion and the ability to operate standard office equipment.

Physical Requirements:

• Sitting standing walking bending stooping and reaching for extended periods of time.
• Light to moderate lifting and carrying of files office supplies and records.
• Operating computers scanners copiers telephones cameras and other office equipment.
• Adequate vision hearing and speech to perform essential job functions.

Sensory Requirements:

• Concentrated and attentive use of visual and auditory senses for proofreading data entry recordkeeping badge preparation and communication.
• Process and understand written and verbal information.
• Function effectively in an office environment with frequent interruptions and varying activity levels.

Working Conditions:

Work is primarily performed in an indoor office environment within the Charlotte-Mecklenburg Police Department and the Police & Fire Training Academy. The position involves regular interaction with police personnel trainees applicants and members of the public. Frequent use of computers telephones scanners cameras and other office equipment is required. Exposure to sensitive or confidential information is routine.

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.