Administrative Officer Senior

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The City of Charlotte is the largest municipality in North Carolina and the 15th largest city in the United States, with a total population of more than 897,000 citizens. A major commerce center, Charlotte hosts several of the nation's largest banks and technology companies.

Also known as the Queen City, Charlotte is home to the Carolina Panthers, the Charlotte Hornets and the NASCAR Hall of Fame. We work hard to ensure that the community will be a winning city for everyone - a truly remarkable place to live, work, learn and play. Join us in helping to keep our City thriving, ensuring upward mobility and advancement in the workplace.

Summary

The Administrative Officer Senior for the Assistant Director of CMPD HRD plays a pivotal role in providing comprehensive administrative and support services to a high-ranking executive, ensuring the seamless and effective operation of the department. This demanding full-time, in-office position requires a high level of confidentiality and professionalism. The incumbent must exercise sound discretion in handling sensitive information and maintain a professional and respectful demeanor. The successful candidate should have a commitment to producing high-quality work consistently, ensuring that all tasks are completed to the highest standards. The candidate should have ability to take initiative, work independently, and identify areas for improvement is highly valued.

Major Duties and Responsibilities

• Handle confidential information with utmost discretion and prepare various reports to assist in managing the division effectively.

• Assist with procurement processes, reconcile credit cards, and manage employee recognition programs to ensure smooth operations and a positive work environment.

• Provide comprehensive in-person administrative support to assigned division director, ensuring their schedules, tasks, and needs are managed efficiently.

• Maintain and manage appointment schedules and calendars for division directors, keeping track of their commitments and ensuring their availability.

• Prioritize appointments and visitors, handle logistics for meetings, conference calls, and special events, and oversee employee engagement experiences to foster a connected and engaged workforce.

• Reserve rooms and/or event space, ensuring proper set-up, A/V equipment, compilation of necessary information and materials, recording of meeting notes, and placement of catering orders as directed by the division director for various events.

• Manages all administrative duties and details associated with the event including financial operations, distribution of promotional materials, and responding to inquiries.

• Assist with financial processes, RFPs, and purchase orders, contributing to financial management and adherence to procurement procedures to ensure invoices are paid timely.

• Prepare, coordinate, and enter pre- and post-travel documentation for the division director in compliance with the City's travel policy, ensuring proper documentation and adherence to travel regulations.

• Escort guest throughout the facility as instructed by the Division Director.

• Process all post-travel expense reimbursements and ensure all receipts and records are maintained, maintaining financial transparency and accountability.

• Provide courteous and helpful service to internal and external customers, handling complaints and requests with the highest level of customer service, disseminating information, and relaying messages effectively.

• Maintain an accurate and organize filing system for the Division Director.

• Complete special projects and other duties as assigned, demonstrating adaptability and willingness to take on additional responsibilities.

• Perform directed research, gathering and analyzing information to support projects and decision-making.

Knowledge, Skills & Abilities

• Ability to work effectively and efficiently in a fast-paced, dynamic environment.

• Ability to prioritize multiple tasks simultaneously and handle them with precision and attention to detail.

• Knowledge of the operations, services, and activities of an assigned department.

• Understanding of business letter writing and report preparation principles.

• Familiarity with record-keeping principles and procedures.

• Strong command of English usage, spelling, grammar, and punctuation.

• Grasp of basic bookkeeping principles and practices.

• Proficiency in modern office procedures, methods, and computer equipment.

• Ability to interpret and explain departmental policies and procedures.

• Demonstrated ability to work independently in the absence of supervision.

• Understanding of the organization and operations of the city and outside agencies as necessary to assume assigned responsibilities.

• Skill in conducting basic research and analysis.

• Ability to perform office support work including establishing and maintaining appropriate records and files, and independently compiling information for reports.

• Proficiency in typing or word processing at a speed necessary for successful job performance.

• Familiarity with operating a variety of office machines including a computer.

• Competence in performing routine mathematical and statistical calculations.

• Ability to understand and carry out oral and written directions.

• Effective communication skills, both orally and in writing.

• Ability to establish and maintain effective working relationships with those contacted in the course of work.

• Commitment to following all safety rules and regulations of the department to which assigned.

• Effective interpersonal and communication skills for interacting and communicating with others.

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 conditions 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, and 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 phones. This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions, and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position. Working in an office setting is essential to the position of this job.

Preferred Qualification

Associate degree with three (3) years of progressively responsible office support experience working in a professional office setting at an administrative level. Executive level and/or law enforcement experience is extremely preferred.

Minimum Qualifications

High School Graduate or Equivalent and five years related work experience OR Associate's Degree and three years related work experience OR Bachelor's Degree and one level related work experience OR Master's Degree

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.

Anyone seeking an accommodation to apply for a job may call (704) 336-2285 for assistance or you may email questions to [email protected].

Benefits

The City of Charlotte provides a comprehensive benefits package to all employees.

Click here to learn more about the City of Charlotte's benefits.

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

In Conclusion

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