Administrative Assistant

City of Charlotte•Charlotte, NC

8d•Onsite

About The Position

Welcome to the City of Charlotte, America’s Queen City, a diverse and inclusive community where people work together to 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. The Development Services Administrative Assistant is based in the Development Services Division within the Charlotte Department of Transportation (CDOT). This position reports to the Development Services Division Manager and is responsible for processing Workday travel requests, Workday financial Entries, providing administrative support to CDOT's Land Development Section, Right-of-Way Section, and Events Management team, and responding to general public inquiries for transportation-related services. The Administrative Assistant is also responsible for other office functions, including scheduling coordination meetings with various government agencies and assisting with coverage and dispatch of the CDOT main telephone line. This position involves considerable inter-departmental and public contact and coordination.

Requirements

High School Diploma or equivalent
one (1) year of experience
Considerable knowledge of business language, business mathematics, and applicable software (Microsoft Office)
Ability to learn the regulations, procedures, and services of the unit
Knowledge of modern office procedures, systems, and equipment
Ability to work independently and to review and correct all work prior to submission
Ability to keep complex records, to assemble and organize data, and to prepare reports and costs from such records
Ability to assess, maintain, and track cost and financial data
Ability to deal with all clients (internal & external) in a professional manner
Grasping, talking, hearing, seeing, and repetitive motions
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

Two (2) year Associate's Degree
An equivalent combination of education and relevant experience that provides the necessary knowledge, skills, and abilities to successfully perform the essential job duties
Ability to supervise and train support personnel if required by the specific position

Responsibilities

Assists with the preparation and delivery of official division/departmental communications
Schedules multiple coordination meetings, including NCDOT/CMS/CDOT, events management meetings, stakeholder group meetings, interdepartmental and multiple agency coordination meetings, and DSD staff meetings
Processes orders for supplies and other Division purchases as the Division Purchase Card (P-Card) and Travel Card (T-Card) account holder
Serves as administrative support for permit officials on utility projects in the right-of-way (e.g., AT&T, Google, PNG, etc.) including meeting coordination and annual master permit renewals
Provides administrative support for the Development Services Division to include, but not limited to, the Special Events Calendar, GIS entries for road closures and detours, Abandonments/Lease Agreements, other R/W Management permits (CityWorks) and Land Development rezoning petitions (Accela)
Recordkeeping, copying, filing, and archiving for reimbursements for land development petitions, encroachments, leases, abandonments, and utility master permit applications
Assists the Development Services Division Manager with Workday financial entry (including P-Card statements, T-Card statements, requisition entries, and purchase order requests), conference/teleconference meeting setup
Assists with coverage and dispatch of the CDOT main line telephone