Administrative Assistant

City of Charlotte•Charlotte, NC

1d•Onsite

About The Position

We are a dynamic and innovative City Department seeking an enthusiastic Administrative Assistant to join the Charlotte Fire Marshal’s Office. Our division of the Charlotte Fire Department fosters a collaborative and growth-oriented environment where ingenuity and initiative are highly valued. As an Administrative Assistant, you will be an integral part of our operations, providing crucial support to ensure smooth administrative processes. This role requires meticulous attention to detail, excellent organizational skills, technological proficiency, and a proactive mindset to handle diverse responsibilities.

Requirements

High School Diploma or GED with a minimum of 6 years of experience in office administration and/or an associate degree in office administration with a minimum of 4 years of experience.
Ability to work both independently and collaboratively within a team environment.
Strong communication abilities, both written and verbal.
Demonstrated problem-solving abilities and adaptability in a fast-paced environment.
Strong technical knowledge of accounting principles and financial systems.
Meticulous attention to detail, strong organizational and time management skills.
Strong interpersonal skills and a proactive problem-solving attitude.
Ability to work both independently and collaboratively within a team environment.
Mobility to work in an office setting, use standard office equipment and stamina to sit for extended periods of time; strength to lift and carry up to 20 pounds; vision to read printed materials; and hearing and speech to communicate in person or over the telephone.
Ability to sustain prolonged concentration, problem-solving, and decision-making skills during physical exertion and/or working in stressful environments.
Positions in this class typically require grasping, talking, hearing, seeing, and repetitive motions.
Essential and marginal functions may require maintaining physical conditions necessary for sitting extended periods of time.
Adequate vision, hearing, and speech required.
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.

Nice To Haves

Bachelor’s degree in a related field and 2 years of experience in office administration.
Bilingual (Spanish preferred).
Familiarity with record keeping software/technology.

Responsibilities

Provide administrative support to the division and interdepartmental team members, including scheduling, correspondence, and document preparation.
Maintain and organize physical and digital filing systems for efficient data retrieval.
Assist in coordinating meetings, conferences, and events, including logistics and documentation.
Handle incoming communications, prioritize tasks, and manage calendars effectively.
Utilize various software applications to generate reports, analyze data, and streamline processes.
Collaborate with cross-functional city departments to facilitate smooth operations and project execution.
Identify opportunities for process improvements and contribute to enhancing office efficiency.
Continuously seek professional development opportunities and stay updated with industry trends.