Office Assistant

City of Charlotte•Charlotte, NC

7d•Onsite

About The Position

The Office Assistant provides administrative and clerical support to the Charlotte-Mecklenburg Police Department Human Resources Division and reports directly to the Human Resources Generalist assigned to the Police & Fire Training Academy. This position supports recruiting, onboarding, personnel processing, academy administration, and records management functions related to police trainees and departmental personnel processes. The position requires strong organizational skills, attention to detail, discretion with confidential information, and the ability to manage multiple priorities in a fast-paced public safety environment. The Office Assistant regularly interacts with police personnel, trainees, applicants, and outside agencies while serving as a key administrative support resource for human resources and academy operations.

Requirements

High School Graduate or GED equivalent.
Minimum of five (5) years of clerical, administrative, or related office support experience.
Knowledge of administrative and clerical procedures, recordkeeping practices, and office operations.
Ability to maintain confidentiality and handle sensitive personnel information with discretion.
Strong organizational skills with the ability to prioritize tasks and manage multiple assignments simultaneously.
Strong attention to detail and accuracy in data entry, reporting, and records management.
Ability to communicate effectively both verbally and in writing.
Ability to establish and maintain effective working relationships with employees, supervisors, applicants, trainees, and the public.
Proficiency in Microsoft Office and other office software applications.
Grasping, talking, hearing, seeing, repetitive motion, and the ability to operate standard office equipment.
Sitting, standing, walking, bending, stooping, and reaching for extended periods of time.
Light to moderate lifting and carrying of files, office supplies, and records.
Operating computers, scanners, copiers, telephones, cameras, and other office equipment.
Adequate vision, hearing, and speech to perform essential job functions.
Concentrated and attentive use of visual and auditory senses for proofreading, data entry, recordkeeping, badge preparation, and communication.
Process and understand written and verbal information.
Function effectively in an office environment with frequent interruptions and varying activity levels.

Nice To Haves

Experience using Workday, OnBase, and Snowflake.
Experience working with confidential records and sensitive information.
Experience in human resources, public safety, government, or training environment.

Responsibilities

Provide direct administrative support to the Human Resources Generalist assigned to the Police & Fire Training Academy, including assistance with Police Recruiting and Training Academy operations.
Assist with onboarding and personnel processing for new hires, including data entry into personnel and human resources information systems.
Scan, organize, and maintain confidential background investigation files and personnel records within electronic document management systems.
Assist with departmental audits and compliance reviews by preparing and organizing requested records and documentation.
Support identification and access processes for trainees and interns, complete recurring administrative reporting and tracking functions, and maintain recruitment and hiring-related data and records.
Provide support for promotions, graduations, ceremonies, promotional testing processes, and all other internal events as needed.
Attend meetings as assigned and prepare meeting minutes, summaries, and follow-up documentation.
Type, proofread, and prepare correspondence, reports, memoranda, minutes, forms, spreadsheets, and other documents.
Maintain accurate files, records, logs, and tracking systems in accordance with departmental procedures.
Operate standard office equipment and software systems for document preparation, scanning, records management, badge creation, and communication.
Assist other human resources staff with projects or administrative support functions on an as-needed basis.
Perform all other duties as assigned.