Administrative Specialist

City of Charlotte; United States; On-site; USD 34,000 - 48,000; Full time

Job summary

City of Charlotte is seeking an Administrative Specialist in the Transportation Department to perform complex administrative and technical duties. The role supports staff with information distribution, inquiries, and office operations, including procurement, HR, and payroll tooling.

You will work with Engineering & Operations staff to deliver administrative services, coordinate onboarding, prepare reports, and help maintain confidential records while upholding city policies and ethics.

Qualifications

• High School Diploma or Equivalent required with two (2) years’ experience in office administration
• Proficiency in multiple software systems i.e. Workday, Kronos, Microsoft Word, Excel
• Exceptional verbal and written communication, organizational, and math skills
• Ability to work independently and provide guidance to employees

Responsibilities

• Provide administration support for staff including but not limited to preparing and distributing information or correspondence
• Respond to inquiries, resolve and/or direct complaints to appropriate people, backup for office phone, and perform other technical duties related to division operational needs
• Identify and propose improvements to established processes to increase efficiency and accuracy within the department
• Provide procurement, administration and human resource support for the Engineering & Operations division
• Assist with tracking trends and generating reports
• Assist with onboarding new employees and coordinating uniforms, etc
• Coordinate employee appreciation events, departmental activities, and morale-building initiatives
• Answer phone calls, manage gate access, dispatch calls to field staff, and follow up and direct inquiries
• Assist with various tasks and relay general information
• Perform additional duties as required
• Special Projects as assigned by the Administrative Officer Lead

Skills

Administrative skills

Microsoft Office

Outlook

Excel

Communication

Confidentiality

Customer service

Time management

Education

High School Diploma

Associate degree (preferred)

Tools

Workday

Kronos

Cityworks

Microsoft Office Suite

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 Engineering & Operations Division’s Administrative Specialist is responsible for performing complex technical and administrative duties. The Administrative Specialist works with Engineering and Operation employees to provide Administrative, Human Resource, and Finance support. The Administrative Specialist also supports the Administrative Officer Lead with other duties as assigned.

MAJOR DUTIES AND RESPONSIBILITIES

• Provide administration support for staff including but not limited to preparing and distributing information or correspondence
• Responding to inquiries, resolving and/or directing complaints to appropriate people, backup for office phone, and performing other technical duties related to division operational needs
• Work to actively identify and propose improvements to established processes to increase efficiency and accuracy within the department
• Provide procurement, administration and human resource support for the Engineering & Operations division
• Assist with tracking trends and generating reports
• Assist with onboarding new employees and coordinating uniforms, etc
• Assist with coordinating employee appreciation events, departmental activities, and morale-building initiatives
• Answer phone calls, manage gate access, dispatch calls to field staff, and follow up and direct inquiries
• Assist with various tasks and relay general information
• Perform additional duties as required
• Special Projects as assigned by the Administrative Officer Lead

KNOWLEDGE, SKILLS, AND ABILITIES NECESSARY

• Administrative & Clerical – knowledge of administrative & clerical procedures and systems such as: word processing, managing records and data, adhering to confidentiality policies, and other office practices
• Knowledge of business management principles involving planning, supporting leadership, office management, procedures, systems, software, equipment, and coordinating resources
• Technological & Computer Skills – computer and typing knowledge; including proficiency in Microsoft Office Suite, particularly Outlook, Excel, and Word (or comparable programs, with the ability to learn Microsoft programs within the first year of hire)
• Has the capacity to learn and is familiar with computer programs for payroll, finance, and work orders including but not limited to: Kronos, Workday, Cityworks, etc
• Organization - ability to maintain accurate and organized records or files in a way that can be effectively accessed and remain confidential if necessary; organize and reconcile data; prepare corresponding reports and understand data; ability to follow through with self-audit of work to ensure accuracy
• Confidentiality - Ability to maintain confidentiality of conversations and data including but not limited to human resource and other personnel data, department and City related administrative data, etc
• Customer and Personnel Service – Knowledge of the principles and processes for providing customer service, meeting quality standards, and evaluating customer satisfaction
• Professionalism – Ability to exhibit professional behavior always; interact regularly and professionally with departmental and divisional personnel, other City department staff, and citizens, as required. Includes adherence to City Code of Ethics, Guiding Principles, and other established measures
• Communication – Ability to convey information effectively through speaking and writing; understanding information received from others. Knowledge of business English, spelling, punctuation, and business mathematics. Ability to work independently and in a team environment
• Decision Making Skills – Efficiently and effectively make choices, considering factors such as cost, benefits, and political implications of potential actions
• Problem Sensitivity - The ability to assess when something is wrong, or likely to go wrong; recognizing there is a problem that needs a solution
• Time Management – The ability to manage time effectively to meet varying deadlines of multiple tasks
• Considerable knowledge of the City/Department of Transportation regulations, and procedures or the ability to acquire within first year of hire
• Ability to utilize tools, equipment, and machinery: Computer, phones and paging system, printer/copier/fax machine, and various software programs

EQUIPMENT AND MACHINES

Phone, Copier, Badge Machine, and Computer programs (Kronos, Workday, Microsoft Office, etc).

WORK ENVIRONMENT

Warehouse & office environment Work Independently

MINIMUM QUALIFICATIONS

• High School Diploma or Equivalent required with two (2) years’ experience in office administration
• Proficiency in multiple software systems ie. Workday, Kronos, Microsoft Word, Excel
• Exceptional verbal and written communication, organizational, and math skills
• Ability to work independently and provide guidance to employees

PREFERRED QUALIFICATIONS

• Associate degree with 1 years’ experience in office administration, and a financial background.

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

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.

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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