Administrative Assistant

Charlotteairport; Charlotte (NC); On-site; USD 60,000 - 80,000; Full time

Job summary

The City of Charlotte seeks an Administrative Assistant to provide essential administrative support within the Charlotte Area Transit System. Responsibilities include managing payroll, handling procurement, and providing customer service while ensuring efficient departmental operations. Ideal candidates will possess an associate degree or higher and relevant experience, demonstrating strong organizational and communication skills.

Benefits

Comprehensive benefits package

Drug and alcohol-free workplace

Qualifications

• Associate degree with relevant experience or a Bachelor’s degree.
• Familiar with various software including Kronos, MS Office, and Teams.
• Ability to manage significant budgets effectively.

Responsibilities

• Provides administrative support for major functions including personnel and payroll.
• Assists in creating budgets and monitors procurement processes.
• Coordinates employee travel and manages department calendars.

Skills

Knowledge of customer service

Skill managing a significant budget

Skill in communicating both verbally and in writing

Demonstrate flexibility and perform well under stress

Education

Associate degree and one (1) year of relevant experience or Bachelor’s degree

Tools

Kronos

MS Office

Teams

Concur

eBuilder

MUNIS

Job description

time left to apply End Date: July 8, 2025 (11 days left to apply)

job requisition id JR102045

Date Opened: Tuesday, June 24, 2025 12:00 AMClose Date: Tuesday, July 08, 2025 12:00 AMDepartment: Charlotte Area Transit System DepartmentAdministrative SupportSalary: $23.26 - $29.08 Commensurate with Experience

SUMMARY

The Administrative Assistant provides administrative support for major administrative functions and processes. Work involves personnel and payroll administrating; researching and analyzing data, preparing documents, contracts, and reports; supporting budget, purchasing, and invoicing processes; making travel arrangements, maintaining related files, and providing customer service. This position also provides clerical support such as typing, filing, faxing, ordering supplies, and distributing mail.

Major Duties and Responsibilities:

• Assists in creating and submitting yearly Operational, Capital, and Service Change Request Budgets for the department.
• Monitors procurement processes; creates requisitions; monitors budget/financial reports; and resolves discrepancies.
• Utilizes P-card for various department purchases (travel, supplies, etc.), and handles monthly P-card and T-card reconciliations for all cards held by employees of the department.
• Acts as department Records Manager, leading the department through twice-yearly Purge events, managing S&S specific records retention requirements.
• Receives time and attendance hours worked; edits and makes corrections with Manager/Supervisor assistance and transmits payroll.
• Assists in scheduling and submits hours worked and supplies used for special events, emergency events, etc., so department can be compensated from other departments or FEMA.
• Coordinate employee travel as the Travel Delegate, following an employee’s travel through from initial request to expense reporting and repayment of travel expenses.
• Coordinate yearly Bus Roadeo and other events, arrange meetings, attends assigned meetings, and takes minutes as requested.
• Manage and routinely update department inventory list, including vehicles, camera systems, emergency and operational equipment, etc. Submit an annual inventory and condition report to the City.
• Handles Safety Program Awards such as Yearly Safe Driver, Safe Worker, and Challenge Coin recipients.
• Tracks vehicle and equipment maintenance schedules and repair requests. Orders, replaces, and cancels Fuelman cards and employee PINs.
• Manages Department and Training Room calendars to track events, employee leave, and meetings utilizing S&S owned rooms.
• Performs special assignments for management, prepares periodic and special reports as requested.
• Performs administrative tasks such as word processing, completing spreadsheets, copying, filing, faxing, entering data, making calculations, and processing mail.
• Provides standard information about department policies, procedures, or specific programs; disseminates applicable information to employees and keeps up to date on changes to policies and procedures.
• Performs basic research of information, enters data, extracts data for analysis, and prepares and maintains and produces lists, tables, and reports as requested.
• Creates and maintains employee files in individual secure record locations (PRDs, request off submissions, and certificates). Assists in onboarding, distributes new hire equipment and tracks receipt of items.
• Audits, tracks, and retrieves information.
• Orders supplies, supports department inventory activities.
• Provides customer service to internal and external customers.
• Works as member of a team on a project basis.
• Executes various documents, such as memos, contracts, and certificates; manages receipt, review, approval, and storage of documents and records.
• Communicates with various vendors regrading service, agreements, and/or issues.
• Other duties as assigned to ensure the efficient operation of the department.
• 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 ASP.
• Assists in Safety and Security audits where necessary at the internal, local, state, and federal level.

Knowledge, Skills and Abilities:

• Knowledge of Kronos, MS Office, Teams, Concur, eBuilder, and MUNIS.
• Knowledge of customer service.
• Skill managing a significant budget and processing purchase orders, handling invoices, etc.
• Skill in communicating both verbally and in writing.
• Demonstrate flexibility and the ability to perform well under stress.
• Must be able to work well with people at all levels of the organization, and to employ discretion in handling confidential and proprietary information appropriately.
• Must be able to work independently with limited supervision.

Minimum Qualifications:

• Associate degree and one (1) year of relevant experience or Bachelor’s degree.
• Valid driver's license and ability to obtain city driving permit.

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.

For questions about your application or the hiring process, please email [e-mail] .

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 all employees.

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

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

Our City, Our Mission

When you join the City of Charlotte, you become part of Team Charlotte — a dedicated group of professionals working together to make a meaningful impact on our community and its future.

The City of Charlotte has more than 8,000 employees working across 19 departments to serve close to 1 million residents.

From public safety and clean water to transportation, housing and an international airport, our teams deliver essential services to keep Charlotte connected, safe and empowered with opportunity for all.

As public servants, we are guided by a clear mission: to be committed to exceptional service every day. No matter the department or role, every team member plays a part in helping our city grow, thrive and meet the needs of those who rely on us.

We are a values-driven organization, working collaboratively, acting with integrity and delivering reliable results. We embrace a forward-thinking mindset, encouraging curiosity, innovation and continuous improvement.