City of Charlotte Home

Administrative Assistant #2306-001100-03

Date Opened
Friday, June 23, 2023 8:00 AM
Close Date
Monday, June 26, 2023 8:00 PM
Section
Planning Design & Development
Salary
  • $45,615 - $57,018 Commensurate with Experience
Employment Type
  • Full Time
Go Back View Benefits

Introduction

This administrative position consists of work with an emphasis on the administrative support of the Charlotte Mecklenburg Planning Commission (advisory board) and various financial processing tasks for the department.  This role is essential to supporting the Business and Executive Services division which manages the administration and operations of the Planning, Design & Development department.

Overview

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.

Major Duties and Responsibilities

  • Provides all forms of administrative support to the Charlotte Mecklenburg Planning Commission including the Executive Committee and special ad-hoc committees
  • Duties include ensuring compliance for all appointees, submittal of annual reports, coordinating with City and County Clerk’s office for appointments/reporting, onboarding, meeting logistics, calendar maintenance, vendor/financial management and other tasks as required 
  • Aids the Strategic Initiatives Manager by arranging calendar appointments and meetings; preparing mailings, screening calls, visitors, and email; answering or referring inquiries and concerns to appropriate persons; processing confidential matters, and performing other technical duties related to division operations
  • Actively involved in P-card reconciliation and invoice processing and other financial & administrative transactions for the department
  • Supports all facets of staff and community engagement, including coordinating meeting logistics and front-line support at meetings (staff meetings, Planning Coordinating meetings, special events, etc.)
  • Prepares summary meeting minutes, often involving complex specialized and technical language
  • Enters and sorts data and produces a variety of moderately complex reports such as maintaining Planning Commission attendance, contact information, term matrix and etc. 
  • Maintains records for projects & programs
  • Replies to inquiries for information from staff and members of the public
  • Assists in the budget preparation process by projecting standard items 
  • Ability to deal with the public and staff tactfully & courteously
  • Ability to compose effective & accurate correspondence
  • Performs other administrative & clerical responsibilities, as needed

Knowledge, Skills & Abilities

  • Considerable knowledge of the operations and procedures of Boards, Committees, Council and/or Commissions 
  • Considerable knowledge of the principles / methods of office management & of modern office procedures 
  • Ability to work independently on responsible and confidential administrative matters
  • Knowledge of financial processes & accounting
  • Knowledge of business or public administration / financial reporting / accounting procedures
  • Ability to communicate clearly and effectively, both orally and in writing
  • Proficient in technology applicable to work required of the position such as Microsoft Office
  • Organizational skills and the ability to work on multiple projects
  • Ability to establish and maintain effective working relationships with all levels of staff, customers, co-workers, and contracted personnel
  • Thorough knowledge of business English/spelling/punctuation

Minimum Qualifications

High School diploma/GED with one year of relevant work experience; or an Associate’s degree; or an equivalent combination of education and relevant experience that provides the necessary knowledge, skills and abilities to successfully perform the essential job duties

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.

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 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.

Benefits

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.

In Conclusion

If you have technical issues submitting your application, click here.