Administrative Specialist - Community Tree Canopy Preservation

City of Charlotte•Charlotte, NC

3d•$25 - $35•Onsite

About The Position

The Administrative Specialist supports the business functions of the Planning, Design and Development Department’s Community Tree Canopy Preservation Division (CTCP). CTCP oversees and implements the City’s tree canopy development requirements in partnership with the CLT Development Center and manages community-related tree canopy programs. The position performs detail-oriented administrative work using business management principles and practices, with close general supervision depending on the assignment. Performance is evaluated based on work products and results. The role also provides general support for the department’s budget process. The position works in the office at least four days per week during standard business hours, with occasional evening and weekend work to support community program events. It supports commission and staff meetings, community engagement, land development and permitting processes, financial and budget administration, records and contracts, data tracking, and customer service. The employee may also provide backup receptionist coverage and perform other administrative and clerical duties as needed.

Requirements

High school diploma or GED equivalent.
One year of related work experience in administrative support, customer service, finance, accounting and records management, or a related function.
Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities.
Must be able to obtain and maintain a city driver’s permit.
Thorough knowledge of business English, spelling, punctuation, and arithmetic.
Considerable knowledge of office-management principles and methods and modern office procedures, systems, and equipment.
Ability to work independently on responsible, confidential clerical and related administrative, technical, and secretarial tasks.
Knowledge of budget administration and accounting, research methods and techniques, business or public administration, and financial reporting and accounting procedures.
Ability to collect, complete, organize, analyze, and interpret financial reports for special and ongoing management needs.
Ability to perform accurate and rapid calculations and prepare clear, concise reports using research and statistical skills.
Ability to establish effective working relationships with employees and members of the public.
Ability to carry out assignments based on brief and general instructions.
Ability to communicate effectively orally and in writing.
Proficiency in technology applicable to the work required of the position.
Background related to working in a customer-service environment.
Intermediate proficiency with Microsoft Office Suite products, including Word, Excel, and Access.
Final candidates must pass a pre-employment drug-screening test and physical examination; candidates may also be asked to take a skills test or participate in other assessments.

Nice To Haves

Associate’s degree in business or a related field.
Understanding of land development and/or construction terminology or processes.

Responsibilities

Provide administrative support to the Charlotte Tree Advisory Commission, division leadership, Urban Forestry and Tree Canopy Programs teams, and interdepartmental committees.
Work in the office at least four days per week during standard business hours, with occasional evening and weekend work to support CTCP community program events.
Provide backup support for the department receptionist.
Support the Planning, Design and Development Department’s budget management process.
Support community engagement, including coordinating meeting logistics and providing front-line assistance at meetings, sometimes outside regular business hours.
Prepare meeting minutes involving specialized and technical language.
Prepare and edit letters, memoranda, agenda requests, resolutions, and other information.
Enter and sort data and produce moderately complex reports.
Maintain project and contract records.
Respond to information inquiries from employees and members of the public.
Assist with budget preparation by projecting standard items, compiling budget requests, and checking requests for accuracy and completeness.
Process invoices and other financial and administrative transactions.
Complete daily deposits, compile fee-collection data, and track collection percentages.
Reconcile the division’s purchasing card (P-Card).
Assist with implementation and management of the division’s data-tracking processes.
Use the Accela software database to support financial tracking, regulatory processes, and customer service needs.
Coordinate division staff meetings.
Coordinate and process staff professional certifications, licenses, and training.
Monitor and order office supplies.
Communicate tactfully and courteously with the public and compose effective, accurate correspondence.
Support CTCP land development work and the Urban Forestry Group’s permitting processes.
Provide courteous, responsive, respectful, accessible, and seamless customer service consistent with CLT Development Center and City customer-service standards and employee policies.
Perform other administrative and clerical responsibilities as needed.