Administrative Officer Senior

Date Opened: Friday, June 13, 2025 12:00 AM

Close Date: Friday, June 20, 2025 12:00 AM

Department: Planning, Design & Development Department

Salary: $63,605.87 - $79,507.34 Commensurate with Experience

SUMMARY

This administrative role, within the City of Charlotte’s Department of Planning, Design and Development’s Land Development division, provides critical support to the Bond Administrator in managing the City's Subdivision Bond Program. The program encompasses over 800 sureties valued at more than $400 million, facilitating real estate transactions in the absence of completed public improvements while ensuring adherence to City standards.

Responsibilities:

• Responsible for the review, acceptance and processing of all new sureties, reductions of current sureties and replacement of sureties posted with the City of Charlotte.  This includes processing of the surety in the Accela database.

• Monitors Letter of Credit renewals to ensure the receipt prior to expiration dates.

• Manges the surety release process and coordinates final inspections with the inspection team. Process includes Accela database close-out, release letter preparation, surety return to Principal and surety company/bank, and file preparation for records retention and off-site storage.  

• Responsible for processing of Notices of Default for Surety Bonds and Sight Drafts for Letters of Credit from the initial document creation through the completion of the project.  Monitors deposits and expenditures for each default surety.

• Responsible for management of administrative processes associated with the City’s Street Acceptance process from surety release to City acceptance.

• Collaborate with multiple departments in the City to include Charlotte Department of Transportation, Stormwater/Land Development, Planning, Finance and City Attorney’s office and others, as needed.

• Facilitate monthly bond team meeting.  Includes agenda preparation and follow up on the assignments.

• Process invoices and payment of surety posting fees in Accela database.

• Provide customer service responses to inquiries via phone, email and in-person concerning the Bond Administration Program.

Skills and Qualifications:

• Excellent verbal and written communication skills

• Excellent organization and prioritization skills

• Strong problem-solving skills.  Ability to resolve issues while demonstrating good judgement

• Excellent customer service skills

• Attention to detail and accuracy

• Good IT skills with Microsoft Office

• Ability to work independently and self-motivated 

• Knowledge of business or public administration, financial reporting and accounting procedures

• Ability to collect, complete, organize, analyze, and interpret bond records and reports as required for ongoing management needs

• Ability to establish effective working relationships with other employees and members of the public

• Valid driver’s license, and ability to obtain a City driving permit

Preferred Qualifications:

• Experience in business administration functions

• Background related to working in a customer service environment 

• Understanding of land development and/or construction terminology or processes

Minimum Qualifications:

Bachelor’s degree in business or public administration with one year of relevant work experience; or an equivalent combination of education and relevant experience that provides the necessary knowledge, skills, and abilities to successfully perform the essential job duties.

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.

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