Administrative Officer

Charlottenc · United States

Welcome to the City of Charlotte

Charlotte is Americas 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

Salary:
The salary for this position is $33.43 - $37.13, commensurate with experience.

JOB SUMMARY

The Administrative Specialist Senior position provides comprehensive administrative and HR support to the Engineering Division. This role serves as a key resource for division leadership and employees by coordinating payroll, recruitment support, travel and procurement activities, and divisional events. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining confidentiality and delivering exceptional customer service. This position will report to the Chief Utilities Engineer

Major Duties and Responsibilities:

Administrative Support

• Provide day-to-day administrative support to the Engineering Division and its employees.
• Serve as a primary point of contact for employee questions and administrative needs.
• Order and maintain office supplies, mailroom upkeep, and coordinate vendor services as needed.
• Process payments for professional registrations, certifications, memberships, lump sum payments and other divisional expenses.
• Assist with travel arrangements and procurement card (P-Card) transactions, ensuring compliance with organizational policies.
• Communicate organizational and HR policy updates to division leadership and employees.
• Assist with employee recognition programs and initiatives.
• Coordinate divisional meetings, events, and employee engagement activities.
• Performs other related job duties as assigned.

Payroll & Employee Administration

• Process weekly payroll accurately and in accordance with established deadlines.
• Coordinate employee onboarding and offboarding activities, ensuring a seamless employee experience.
• Process employee certifications, certification incentive/lump-sum payments, and termination documentation.
• Respond to employee questions regarding benefits and direct employees to appropriate resources when necessary.
• Maintain employee records and ensure the accuracy of HR-related documentation.

Recruitment & Talent Acquisition

• Assist with recruiting activities, including screening employment applications.
• Coordinate and schedule candidate interviews with hiring managers.
• Participate on interview panels as the Human Resources representative to support fair and consistent hiring practices.
• Support hiring managers throughout the recruitment and selection process.

KNOWLEDGE, SKILLS AND ABILITIES:

• Experience providing administrative support in a fast-paced business environment.
• Knowledge of HR processes, including payroll, recruitment, onboarding, offboarding, benefits administration, and employee records management.
• Strong organizational, time management, and multitasking skills with exceptional attention to detail.
• Excellent verbal and written communication skills with the ability to interact professionally with employees at all levels.
• Proficiency with Microsoft Office Suite; Workday experience is strongly preferred.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

Licenses, Certifications or Registrations:

• Requires a valid NC/SC Drivers License
• Ability to obtain and maintain city drivers permit

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma or GED from an accredited school.
• Three (3) years of related business administration experience.

• This position requires working in the office a minimum of four (4) days per week.

PHYSICAL DEMANDS:

The work is light work and requires applying 10 pounds of force frequently exerting up to 20 pounds of force occasionally to move objects. Additionally, the following physical abilities are required: manual dexterity, perceiving sounds at normal speaking levels distinguishing among sounds, kneeling, mental acuity, repetitive motion, speaking, standing, stooping, expressing ideas by spoken word., shouting above noises, visual acuity in data/color/observations/equipment/inspections, and walking.

WORK ENVIRONMENT:

Work is generally performed within an office environment that may periodically have unpredicted requirements or demands.

ADDITIONAL INFORMATION:

This job description is not intended to be and should not be construed as an inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties at any time. This job description does not constitute a written or implied contract of employment.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performance of their duties just as though they were written out in this job description.

CONDITIONS OF EMPLOYMENT

The Citys 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 candidates 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.

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 self-service application kiosks are available. They are located in our office at 700 East 4th Street, Suite 200, Charlotte, NC 28202. We are open Monday through Friday, from 9:30 a.m. to 3:30 p.m. (EST), excluding official City holidays.

For questions about your application or the hiring process, please email Careers@ci.charlotte.nc.us

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.

BENEEFITS

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

Click here to learn more about the City of Charlottes benefits.

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