Administrative Assistant SeniorCity of Charlotte • Charlotte, NC, US

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Administrative Assistant Senior

City of Charlotte • Charlotte, NC, US

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[job_card.full_time]

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Administrative Assistant Senior

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.

Supervisory responsibilities include :

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 includes :

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, 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 required include :

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 include :

Previous experience using Workday

Bilingual (Spanish / English) skills a plus, but not required

Minimum qualifications include :

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.

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 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.

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