HNS Code Enforcement Office Assistant

charlottenc; North Carolina; On-site; USD 34,000 - 38,000; Full time

Job summary

The City of Charlotte's Code Enforcement Office is seeking a dedicated Office Assistant to support inspectors and supervisors in the Housing & Neighborhood Services division. You will perform data entry, process notices and penalties, maintain files, and prepare reports to improve operations.

Minimum qualifications include a high school diploma or an associate degree with experience; proficiency in Microsoft Word, Outlook, Excel, and Workday is preferred.

Qualifications

• Minimum qualifications include a HS diploma or equivalent with 1 year of relevant work experience.
• Preferred candidates have courses in business/secretarial subjects and proficiency with Microsoft Office.
• Ability to use Workday for HR/payroll related tasks.

Responsibilities

• Provide clerical support to one of six H&NS teams located in offsite facilities.
• Screen calls, visitors, and mail; route inquiries and confidential matters.
• Data entry on City and H&NS applications; prepare notices, citations, and reports.
• Maintain files/records; assist with preparing documents and supporting supervisory needs.

Skills

Creative problem solving

Written and oral communication

Customer interaction

Public-facing service

Housing/health/zoning processes

Time management

Independent work

Education

High school diploma or equivalent (with 1 year experience)

Associate degree (no experience required)

Business/secretarial courses

Tools

Microsoft Word

Outlook

Excel

Workday

Job description

Department: Housing & Neighborhood Services Department

Salary: $25.00 - $27.57 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

Housing & Neighborhood Services focuses on creating vibrant, diverse neighborhoods through the delivery of five major service areas: Community Engagement, which works to create successful neighborhoods where people of diverse backgrounds and incomes can build successful lives; Code Enforcement, which works to improve the appearance of communities and maintain standards of living; Housing Services, which provides housing and other programs and services for families residing in the City of Charlotte; CharMeck311, which provides important information and services for customers in the City of Charlotte and Mecklenburg County; and the Office of Youth Opportunities, which works with youth and young adults in the community to provide resources and opportunities for growth and upward mobility.

The Code Enforcement Office Assistant assists the Code Enforcement Inspectors and Supervisors in their assigned Service Area in carrying out the day-to-day operations of the Code Enforcement division and identifies opportunities to improve and enhance the business processes. Additional responsibilities include major administrative functions, such as fiscal administration, research, and analysis and preparation of documents and reports.

Major Duties and Responsibilities:

• Provides clerical support to one of six Housing & Neighborhood Services (H&NS) Teams located in offsite facilities.
• Position reports to H&NS Service Area Leader and works with inspectors and other staff to support site operations and other business needs.
• Duties include data entry on City and H&NS computer applications, performance of administrative functions necessary for the correct and timely distribution of notices, citations and penalties involved in the Code Enforcement process, maintaining program files and records, and assembling and organizing data.
• Assists administrative superiors by screening calls, visitors, and mail; answers or refers inquiries and complaints to appropriate persons; and processes confidential matters
• Maintains a variety of files, records, and inventories, and devises new office procedures and methods

Knowledge, Skills and Abilities :

• Ability to develop creative solutions to basic problems
• Demonstrate excellent written and oral communication skills
• Ability to deal effectively with customers, users, technicians, vendors and consultants
• Effective and courteous interaction with the public as the customer service contact for a site office
• Ability to learn the different steps on the housing, health and sanitation and zoning processes
• Ability to handle time-sensitive projects and meet deadlines
• Ability to work independently on responsible and confidential administrative assignments and secretarial tasks

Preferred Qualifications :

• Completed courses in business and secretarial subjects
• Good organizational, written, and verbal skills
• Proficient use of Microsoft Word, Outlook, and Excel
• Experience using Workday

Minimum Qualifications :

• Requires a high school diploma or equivalent along with one year of relevant work experience or an associate degree with no experience, plus proficiency with Microsoft office.

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 r