Date Opened: Wednesday, February 05, 2025 12:00 AM

Close Date: Tuesday, February 11, 2025 12:00 AM

Department: Aviation Department

Function Administrative Support

Salary: $23.00 - $36.35 Commensurate with Experience

SUMMARY

This position provides administrative support to members of the Executive Leadership Team; to include the Lead Counsel, Organizational & Talent Development (OTD) Director and Strategy Director in the Aviation Department. This role requires strong interpersonal and problem-solving skills, initiative, discretion, and the ability to manage competing priorities in a fast-paced environment. Strong communication skills are required for interaction at all levels of the organization, including Aviation’s Chief Officers, City of Charlotte officials, and various airport and community stakeholders.

ESSENTIAL DUTIES & RESPONSIBILITIES
• Provides administrative support to assigned directors. Types, edits, and proofs correspondence and other documents. Performs data entry, completes reports, and maintains records. Research, maintains, and distributes compiled data for various reports, records, and documents. Files, faxes, copies, and compiles documents.
• Maintains and manages appointment schedules and calendars for directors. Prioritizes appointments and visitors; organizes logistics for onsite and off-site meetings and/or ad hoc committees, conference calls, and coordination of special events and activities. Reserves rooms and/or event space ensuring proper set-up, A/V equipment, compiles info and materials, records meeting notes and places catering orders.
• Provides assistance with financial processes. Assists with the processing of Pre-Purchase Procurement Requests by collecting information, entering data and tracking through completion via the E-Builder system.
• Prepares, coordinates and enters pre- and post-travel documentation for division directors and division managers in compliance with the City’s travel policy. Handles travel logistics to include conference and event registrations, travel arrangements, lodging, per diem allocation and any additional needs. Processes
all post-travel expense reimbursements and ensures all receipts and records are maintained.
• Provides courteous and helpful service to internal and external customers in person and over the phone. Handles requests, disseminates information to and relays messages for division directors. May serve as a back-up receptionist at the CLT Center during established hours providing daily breaks to regularly scheduled staff.
• Serves as the P-Card delegate for the division directors. Makes purchases on behalf of staff in compliance with City and Department policies. Creates and maintains electronic copies of receipts and forms and completes reconciliation of procurement card charges in the Munis financial system.
• Serves as an Authorized Signer for the Legal and Strategy divisions. Responsible for the badging process for employees including paperwork, application submission, clearance codes/access, and appointment scheduling. Complies with Federal regulations for the badging process including proper filing regulations, notifications, and performing required audits. Attends annual Authorized Signer training per Federal Regulations.
• Assists with new hire and onboarding process for Legal and Strategy divisions.
• Serves and assists with the coordination of emergency response, irregular operations, and other contingencies.
• Completes special projects and other duties as assigned; performs directed

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES:
Knowledge of:
• Administrative and clerical procedures, methods, and computer equipment
• Principles, practices and techniques of basic bookkeeping and accounting
• Microsoft Office Suite, and other basic PC based software applications, business software, and financial systems
• Records retention and disposal
Skill in:
• Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
• Performing a variety of duties, often changing from one task to another of a different nature
• Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
• Providing excellent customer service to internal and external customers
• Organization and time management
• Collaboration and teamwork
• Troubleshooting and problem-solving techniques
Ability to:
• Handle increasingly complex / confidential / sensitive executive level duties.
• Express ideas effectively, both orally as well as in writing.
• Identify and analyze problems and identify possible solutions in support of established goals.
• Identify and effectively respond to issues, concerns, and needs.<