Administrative Specialist - Community Tree Canopy Preservation

City of Charlotte•Charlotte, NC

2d•Onsite

About The Position

The Administrative Specialist provides administrative and business-function support to the Planning, Design and Development Department’s Community Tree Canopy Preservation Division. The division oversees and implements City tree-canopy development requirements in partnership with the CLT Development Center and manages community-related tree-canopy programs. The position performs detailed administrative work using business-management principles and practices, under close general supervision depending on the assignment. It also provides general support for the department’s budget process. The role supports the Charlotte Tree Advisory Commission, division leadership, Urban Forestry and Tree Canopy Programs teams, and interdepartmental committees. It supports community engagement and meetings, assists with budget administration and financial transactions, maintains project and contract records, and helps with division data tracking. The position also supports land-development and permitting processes and provides customer service to employees and members of the public. The employee must work in the office at least four days per week during standard business hours. Occasional evening and weekend work is required to support community program events. Candidates must obtain and maintain a City driver’s permit. Final candidates must pass a pre-employment drug screening and physical examination; skills tests or other assessments may also be required during selection.

Requirements

High school diploma or GED equivalent.
At least one year of related work experience in administrative support, customer service, finance, accounting and records management, or a related function; equivalent combinations of training, education, and experience may qualify.
Ability to obtain and maintain a City driver’s permit.
Thorough knowledge of business English, spelling, punctuation, and arithmetic.
Knowledge of office-management principles and methods, modern office procedures, systems, and equipment.
Ability to work independently on responsible and confidential clerical, administrative, technical, and secretarial tasks.
Knowledge of budget administration and accounting.
Knowledge of research methods and techniques.
Knowledge of business or public administration, 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.
Ability to prepare clear and 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.
Effective oral and written communication skills.
Proficiency with technology applicable to the work.
Background working in a customer-service environment.
Intermediate proficiency with Microsoft Office Suite products, including Word, Excel, and Access.
Ability to work in the office at least four days per week during standard business hours and occasionally in the evening or on weekends.
Ability to pass the required pre-employment drug screening and physical examination.

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.
Support community engagement, including coordinating meeting logistics and providing front-line support 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.
Support the department’s budget management and preparation processes, including 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 P-Card.
Assist with implementation and management of division data-tracking processes.
Use the Accela software database to support financial tracking and monitoring, regulatory processes, and customer-service needs.
Coordinate division staff meetings.
Coordinate and process staff professional certifications, licenses, and training.
Monitor and order office supplies.
Serve as a back-up for the department receptionist.
Support CTCP land-development work and Urban Forestry permitting processes.
Provide courteous, responsive, respectful, accessible, and seamless customer service in line with CLT Development Center and City standards and employee policies.
Perform other administrative and clerical responsibilities as needed.