Administrative Assistant

Overview

The City of Charlotte is the largest municipality in North Carolina and the 15th largest city in the United States, with a total population of more than 897,000 citizens.

A major commerce center, Charlotte hosts several of the nation’s largest banks and technology companies.

Also known as the Queen City, Charlotte is home to the Carolina Panthers, the Charlotte Hornets and the NASCAR Hall of Fame.

We work hard to ensure that the community will be a winning city for everyone a truly remarkable place to live, work, learn and play.

Join us in helping to keep our City thriving, ensuring upward mobility and advancement in the workplace.

Function

Professional

Summary

The Development Services Administrative Assistant is based in the Development Services Divisions within the Charlotte Department of Transportation (CDOT).

This position reports to the Development Services Division Manager and is responsible for processing Concur travel requests, MUNIS financial Entries, providing administrative support to CDOT's Land Development Section, Right-of-Way Section, and Special Events team and responding to general public inquiries for transportation related services.

The Administrative Assistant is also responsible for other office functions including scheduling coordination meetings with various government agencies.

This position involves considerable inter-departmental and public contact and coordination.

Major Duties and Responsibilities

• Assists with the preparation and delivery of official division / departmental communications
• Schedules multiple coordination meetings, including NCDOT / CMS / CDOT, stakeholder group meetings, interdepartmental and multiple agency coordination meetings and DSD staff meetings
• Processes orders for supplies and other Division purchases as the Division Purchase Card (P-Card) account holder
• Serves as administrative support for project managers on utility projects in the right-of-way (e.g. AT&T, Google, PNG, etc.

including meeting coordination, permit, distribution and complaint resolution

• Provides administrative support for Block Party permits, the Special Events Calendar, GIS entries for road closures and detours, Abandonments / Lease Agreements, other R / W Management permits (CityWorks) and Land Development rezoning petitions (Accela)
• Recordkeeping, copying, filing and archiving for reimbursements for land development petitions, encroachments, leases, abandonments, and utility master permit applications
• Assisting the Development Services Division Manager with MUNIS financial entry (including P-Card statements, requisition entries and purchase order requests), conference / teleconference meeting setup
• Assists with coverage and dispatch of the CDOT main line telephone

Knowledge, Skills & Abilities

• Considerable knowledge of business language, business mathematics, and applicable software (Microsoft Office)
• Ability to learn the regulations, procedures, and services of the unit
• Knowledge of modern office procedures, systems and equipment
• Ability to work independently and to review and correct all work prior to submission
• Ability to keep complex records, to assemble and organize data, and to prepare reports and costs from such records
• Ability to assess, maintain, and track cost and financial data
• Ability to supervise and train support personnel if required by the specific position
• Ability to deal with all clients (internal & external) in a professional manner

ADA and Other Requirements :

Positions in this class typically require grasping, talking, hearing, seeing, and repetitive motions.

Physical Requirements :

• Essential and marginal functions may require maintaining physical condition necessary for sitting, standing, climbing, or walking for extended periods of time
• Light to moderate lifting and carrying; some crouching, stooping, squatting, crawling, reaching, pushing, and pulling when performing tasks
• Adequate vision, hearing, and speech required.

Sensory Requirements :

• Concentrated and attentive use of one or more senses (visual, audio, and other sensory modalities) for proofreading, data entry, tabulating data.
• Ability to operate in an environment with frequent interruptions from people and or noises, which in return could result in some level of stress, fatigue, or strain.
• Comprehensive written information in work-related documents.
• Ability to hear, understand, and distinguish speech.

Working Conditions :

Work is performed in an indoor office environment with moderate exposure to atmospheric conditions; moderate exposure to environmental conditions (such as officers, community members, victims, etc.

and frequent exposure to computer screens, files, and phone.

Preferred Qualification

An equivalent combination of education and relevant experience that provides the necessary knowledge, skills, an abilities to successfully perform the essential job duties

Minimum Qualifications

All relevant experience must be demonstrated on application. 'See resume' will not be considered in place of incomplete applications.

High School Graduateor Equivalent and one year(s) of related work experience

2 Year CollegeDegree

Conditions of Employment

The City’s 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 candidate’s 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.