Administrative Assistant Senior

Date Opened: Monday, November 10, :00 AMClose Date: Monday, November 24, :00 AMDepartment: Housing & Neighborhood Services DepartmentSalary: $ $36.23 Commensurate with Experience

Welcome to the City of Charlotte

Charlotte is America's Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone 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.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce

• Valuing teamwork, openness, accountability, productivity, and employee development

• Providing all customers with courteous, responsive, accessible, and seamless quality services

• Taking initiative to identify, analyze, and solve problems

• Collaborating with stakeholders to make informed decisions

SUMMARY

The Code Enforcement Administrative Assistant Senior assists the Division Manager in carrying out the day-to-day operations of the Code Enforcement division and identifies opportunities to improve and enhance the business processes. Additional responsibilities include major administrative functions, such as fiscal and personnel administration, research, program administration, and analysis and preparation of recommendations and reports. The Administrative Assistant Senior is also responsible for supervising two members of the Code Enforcement administrative staff, which includes providing support, coaching, development and performance management.

Housing & Neighborhood Services focuses on creating vibrant, diverse neighborhoods through the delivery of five major service areas: Community Engagement, which works to create successful neighborhoods where people of diverse backgrounds and incomes can build successful lives; Code Enforcement, which works to improve the appearance of communities and maintain standards of living; Housing Services, which provides housing and other programs and services for families residing in the City of Charlotte; CharMeck311, which provides important information and services for customers in the City of Charlotte and Mecklenburg County; and the Office of Youth Opportunity, which works with youth and young adults in the community to provide resources and opportunities for growth and upward mobility.

Function: Community

Job Title: Administrative Assistant Senior (job code JP_001000, Hourly Grade 15)

Working Title:  Code Enforcement Administrative Assistant Senior

Major Duties and Responsibilities:

Supervisory responsibilities:

• Provide oversight, support, coaching, development, and supervision to the Code Enforcement administrative staff at Old City Hall.
• Provide indirect support to administrative staff at Code Enforcement service area offices.
• Supervise support staff responsible for specialized programs.
• Coordinate and monitor personnel activities; reviews performance appraisals; oversees payroll policies and preparation; assists with the hiring of personnel; monitors the status of position allocation and benefits administration. 

Clerical Support:

• Serve as staff assistant; analyzes departmental operations and develops or assists in development of new methods and procedures; assists departmental administrators with implementation; evaluates the methods and procedures and recommends modifications as necessary.
• Work with inspectors and other staff to support site operations and other business needs
• Data entry on City and H&NS computer applications, performance of administrative functions necessary for the correct and timely distribution of notices, citations and penalties involved in the Code Enforcement process, maintaining program files and records, and assembling and organizing data.
• Support Code Enforcement Division by performing various administrative tasks.
• Back up for other administrative staff when coverage is needed. Provides support for special teams.
• Assist Code Enforcement staff by screening calls, assisting visitors/callers, processing mail, and processing confidential matters.
• Assist residents by answering questions and referring inquiries and complaints to appropriate staff.
• Compile, prepare, and assist in the preparation of a variety of data, including letters, memoranda, reports, and minutes. Also composes letters and drafts resolutions and other correspondence.
• Maintain a variety of files, records, and inventories. Devises new office procedures and methods.
• Complete contract and invoice entries, including requests for check/requisition entry and Invoice processing.
• Perform special assignments and prepares periodic reports as requested.

Communication and Liaison responsibilities include:

• Serve as Code Enforcement liaison to HNS 311 liaison.
• Communicate city ordinances with citizens as part of the assessment invoicing and lien process. 

Knowledge, Skills and Abilities:

• Ability to communicate effectively, both orally and in writing.
• Ability to plan, direct and supervise the work of subordinates.
• Ability to establish working relationships with other employees and the public.
• Working knowledge of Microsoft Office tools and Teams.
• Considerable knowledge of the principles and practices of municipal and business administration.
• Considerable knowledge of research methods and techniques.
• Knowledge of principles and policies of budget preparation and administration, and personnel administration.
• Knowledge of City and other governmental financial reporting and accounting procedures, or the ability to acquire such knowledge during a reasonable period of training.
• Ability to analyze administrative problems, to make sound recommendations as to their solutions, and to prepare working procedures.

Preferred Qualifications:

• Previous experience using Workday
• Bilingual (Spanish/English) skills a plus, but not required

Minimum Qualifications:
High School diploma or equivalent and 3 years of experience providing executive level support; or 2 Year College Degree and 1 year of relevant experience; or Bachelor's Degree.

 

CONDITIONS OF EMPLOYMENT

The City's Background Check Policy requires background checks to be conducted on final internal or external candidate(s) applying for any position with the City of Charlotte. The type of information that will be collected as part of a background check includes, but is not limited to: reference checks, social security verification, education verification, criminal conviction record check, and, if applicable, a credit history check, sex offender registry and motor vehicle records check.

Background checks must be in compliance with all federal and state statutes, such as the Fair Credit Reporting Act (FCRA). The checks must be consistent with the guidelines set forth by these laws requiring organizations to obtain a candidate's written authorization before obtaining a criminal background report, motor vehicle records check or credit report; and to properly store and dispose of information derived from such reports.

Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.

The City of Charlotte is an Equal Opportunity Employer and does not unlawfully discriminate on the basis of race, religion, color, sex, national origin, marital status, age, disability, sexual orientation, political affiliation or on the basis of actual or perceived gender as expressed through dress, appearance, or behavior.

Our culture is to serve the community honorably.

HOW TO APPLY

Apply online.

Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.

You are welcome to visit the City of Charlotte Human Resources Department lobby, where self-service application kiosks are available. They are located in our office at 700 East 4th Street, Suite 200, Charlotte, NC We are open Monday through Friday, from 9:30 a.m. to 3:30 p.m. (EST), excluding official City holidays.

For questions about your application or the hiring process, please email

The City of Charlotte is committed to making our services and programs accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modifications will be provided. To make a request, please fill out the Innovation & Technology ADA request form or call

BENEFITS

The City of Charlotte provides a comprehensive benefits package to eligible employees.

Click here to learn more about the City of Charlotte's benefits.

The City of Charlotte is a drug and alcohol-free workplace.

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