Office Assistant Senior #2304-000500-02

The City of Charlotte is the largest municipality in North Carolina and the 17th largest city in the United States, with a total population of more than 872,498 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.

• Provides clerical support to the Transit Administrative Executive including but not limited to coordinating calendars, handling travel expenses and corporate expense (P-card) reconciliations, calendar management and administrative assistance.
• Exercises initiative, independent judgment, and discretion in performing office and administrative duties, and in keeping abreast of both City’s, division and departmental policies, procedures, and regulations.
• Assist with day-to-day administrative activities to support the HR Operations, Workforce Development, and Talent Acquisition sections and its leaders.
• Work with CATS accounting system (Munis) to generate purchase orders, pay invoices and conduct payment reconciliations.
• Maintains (hard and electronic) files, records, and documentation to ensure that record management is compliant and up to date.
• Performs audits associated with file management, records, and HR activities.
• Deploy divisional surveys and maintain its collection of data in accordance with its schedule.
• Maintain CATS organizational charts, employee records, updates HR Team SharePoint site, and ensures proper file maintenance for department.  
• Aid with mailings, mass emails and communications in alignment with division initiatives.
• Organizes the HR Division shared inbox by categorizing, flagging, and assigning inquires to its responsible staff members for response.
• Deploys CATS Birthday, Get Well Soon cards and Anniversary Service Pins.
• Collects and analyzes data to prepare reports, letters and notifications for division as needed.
• Sorts and distributes incoming mail to respective CATS divisions and is responsible for office and supply orders for the Division.
• Assists with the planning and execution of special projects.
• Performs other duties and responsibilities as assigned.
• As part of your responsibility to support the CATS Safety Culture, report safety concerns and issues through the various methods established by CATS as outlined in the Agency Safety Plan.

• Experience supporting Human Resources or related field.
• Experience supporting a director or Executive-level position.
• Experience performing administrative assistant duties.

• Must possess a high school diploma with intermediate working knowledge of Microsoft Suite (Excel and Access) and experience using Excel for creating reports.
• An equivalent combination of education and experience that demonstrates the ability to perform the position's duties.

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.

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 we have workstations available. Our office is located at 700 East 4th Street, Suite 200, Charlotte, NC 28202. Our hours are Monday through Friday, 8 a.m. to 5 p.m. (EST), excluding official City holidays.

Anyone seeking an accommodation to apply for a job may call (704) 336-2285 for assistance or you may email questions to CityHrJobPostingsNotify@ci.charlotte.nc.us.

The City of Charlotte provides a comprehensive benefits package to all employees.

Click here to learn more about the City of Charlotte’s benefits.

The City of Charlotte is a drug and alcohol-free workplace.