Administrative Assistant

charlottenc; Town of Charlotte (NY); On-site; USD 34,000 - 48,000; Full time

Job summary

The City of Charlotte Development Services Administrative Assistant supports the CDOT Development Services Division by handling Workday entries, scheduling meetings with multiple agencies, and processing division purchases with P-Card/T-Card systems. The role involves extensive public and inter-departmental coordination.

Minimum qualifications include a high school diploma and 1 year of experience; an associate degree is preferred.

Qualifications

• High School Diploma or equivalent and one year of experience.
• Two year Associate's Degree preferred.
• Equivalent combination of education and experience acceptable.
• Knowledge of Microsoft Office and basic office procedures.

Responsibilities

• Assist with preparation and delivery of division/department communications.
• Schedule coordination meetings across multiple agencies and stakeholders.
• Process orders for supplies and Division purchases using P-Card and Travel Card accounts.
• Provide administrative support for permit officials on utility projects in the right-of-way.
• Maintain records, filings, and reimbursements for land development petitions and leases.
• Assist with Workday financial entries and conference/teleconference setup.
• Provide coverage for the CDOT main line telephone.

Skills

Microsoft Office

Professional communication

Education

High School Diploma or equivalent

Two-year Associate's Degree (preferred)

Tools

Workday

Accela

CityWorks

GIS

P-Card

T-Card

Job description

Department: Transportation Department

Salary: $25.00 - $35.13 Commensurate with Experience

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
• An equivalent combination of education and relevant experience that provides the necessary knowledge, skills, and abilities to successfully perform the essential job duties

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 timeLight to moderate lifting and carrying; some crouching, stooping, squatting, crawling, reaching, pushing, and pulling when performing tasksAdequate 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, fatig