Administrative Assistant

Charlotte, North Carolina; Charlotte, Northern (NC, KY); Hybrid; USD 34,000 - 48,000; Full time

Job summary

The City of Charlotte seeks a Development Services Administrative Assistant in the Charlotte Department of Transportation to support Workday travel requests, financial entries, and admin tasks for Land Development, Right-of-Way, and Events Management.

You will coordinate meetings with government agencies, assist with procurement and recordkeeping, and support the Development Services Division Manager. Minimum qualifications include a high school diploma and one year of experience.

Qualifications

• High School Diploma or equivalent and one year of experience.
• Strong knowledge of Microsoft Office and data entry.
• Ability to work independently and coordinate with multiple agencies.

Responsibilities

• Assists with preparation and delivery of division/department communications.
• Schedules meetings with agencies and internal teams.
• Processes orders and manages division purchases (P-Card, Travel Card).
• Provides admin support for permit-related activities and land development petitions.
• Maintains records, assists with Workday financial entries, and supports general office tasks.

Skills

Microsoft Office

Communication skills

Independent work

Data entry

Education

High School Diploma or equivalent

Two year Associate's Degree

Tools

Workday

GIS

CityWorks

Accela

Job description

Department: Transportation Department Salary: $25.00 - $35.13

Welcome to the City of Charlotte Charlotte is America’s Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce
• Valuing teamwork, openness, accountability, productivity, and employee development
• Providing all customers with courteous, responsive, accessible, and seamless quality services
• Taking initiative to identify, analyze, and solve problems
• Collaborating with stakeholders to make informed decisions

SUMMARY

The Development Services Administrative Assistant is based in the Development Services Division within the Charlotte Department of Transportation (CDOT). This position reports to the Development Services Division Manager and is responsible for processing Workday travel requests, Workday financial Entries, providing administrative support to CDOT's Land Development Section, Right-of-Way Section, and Events Management 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 and assisting with coverage and dispatch of the CDOT main telephone line. 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, events management meetings, 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) and Travel Card (T-Card) account holder
• Serves as administrative support for permit officials on utility projects in the right-of-way (e.g., AT&T, Google, PNG, etc.) including meeting coordination and annual master permit renewals
• Provides administrative support for the Development Services Division to include, but not limited to, 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
• Assists the Development Services Division Manager with Workday financial entry (including P-Card statements, T-Card statements, requisition entries, and purchase order requests), conference/teleconference meeting setup
• Assists with coverage and dispatch of the CDOT main line telephone

Minimum Qualifications

• High School Diploma or equivalent and one (1) year of experience

Preferred Qualifications

• Two (2) year Associate's Degree

Knowledge, Skills, and 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.

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 and does not unlawfully discriminate on the basis of race, religion, color, sex, national origin, marital status, age, disability, sexual orientation, political affiliation or on the basis of actual or perceived gender as expressed through dress, appearance, or behavior. Our culture is to serve the community honorably.

Benefits

The City of Charlotte provides a comprehensive benefits package to eligible employees. Click here 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. 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.

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