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.
Summary
The Office Assistant Senior assists the Charlotte-Mecklenburg Police Department Human Resources Division with clerical and administrative tasks, including answering phones, managing employee records/files, and helping the Human Resources division with special assignments where needed. Successful candidates will have attention to detail, the ability to maintain accurate records and reports, the ability to work under pressure, and time management skills in a high-paced environment.
Major Duties and Responsibilities
• Type and proofread documents from rough drafts, forms, copies, and notes, including reports, memos, and statistical charts.
• Perform various routine clerical work, including filing, billing, checking, and recording information on records.
• Compile information and data for statistical and financial reports.
• Complete data entry of new employees into systems and databases.
• Maintain various statistical records, check and tabulate statistical data, and monitor budget accounts as directed. • Maintain inventory records, process purchase requisitions, maintain purchase records, and resolve errors in orders received and invoices.
• Operate adding machines and other office equipment.
• Order office supplies and submit expense claims.
• Assisted with new hire orientation and assisted with the onboarding of new employees with CMPD.
• Sort and file documents and records, maintaining alphabetical index and cross-reference files.
• Maintains employees' files for employees.
• Receive, sort, and distribute incoming and outgoing correspondence.
• Schedule appointments and various meetings.
• Issue, receive, type, and process various applications, permits, and other forms.
• Receive incoming telephone and voice radio calls, secure and record information, and use radio to dispatch necessary department services; keep radio contact with City units.
• Utilize various office equipment for word processing and data maintenance functions.
• Perform other duties as assigned.
Knowledge, Skills & Abilities
• Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers.
• Answer telephones, direct calls, and take messages.
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Principles and procedures of record keeping.
• Excellent verbal and written communication skills, interpersonal and customer service skills
• Ability to develop and foster positive professional relationships across levels of the business.
• Present and translate data into an understandable document.
• Knowledge of administrative and clerical procedures and
systems such as word processing, managing files and records, and other office procedures and terminology.
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 the 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, and 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.
Minimum Qualifications
High School Graduate or Equivalent and three years relevant work experience
OR
Associate's Degree and one year relevant work experience
OR
Bachelor's Level Degree
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
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