Administrative Assistant

Date Opened: Thursday, October 30, 2025 12:00 AM

Close Date: Thursday, November 13, 2025 12:00 AM

Department: General Services Department

Salary: $23.84 - $29.81 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 Operations Administrative Assistant is responsible for providing administrative support to the Real Estate Division within the General Services Department. Provides real estate acquisition easement processing, aids the real estate administrative team and assists with system support. The position reports to the Real Estate Systems and Data Analytics Manager.

Major Duties and Responsibilities:

• Review of easements of submitted acquisition packages for completeness and plats for accuracy, including signature, map stamp and notary stamp

• Perform recordation of easements with the Register of Deeds (ROD) and track recordation and expenses

• Collects completed recorded easements at ROD and replaces original easement back in acquisition package, checks package for completeness, processes workflow tasks to alert project manager of acquisition

• Completes closeout procedures for parcels and projects in the Real Estate Tracking system and produces closeout reports

• Data entry into Real Estates system of all recordation information and produce necessary reports for internal and external department stakeholders

• Acquires legal recorded pleadings from the ROD and collaborates with legal department to acquire and process documentation needed to close out condemnation files

• Receives from various stakeholders e-recorded information and enters recordation information and related expenses into Real Estate systems

• Reviews task orders received for completeness, including verifying funding, processes and requests purchase orders, performs purchase order change orders and processes vendor invoices

• Assists system and Data Analytics manager with system admin tasks, including user setup, assigning roles, and opening closed tasks

• Coordination with I&T liaisons and outside vendor agents for new account requests, renewal of accounts and password resets

• Assists with quality initiatives for the Real Estate Dept. including management of document version control

• Performs other related administrative tasks as assigned

Knowledge, Skills & Abilities:

• Good computer skills with proficiency in Microsoft Office Suite products such as Word / Excel / Access / Outlook

• Interest and ability to learn new applicationsAbility to learn and support a wide variety of business functions.

• Well organized, with the ability to take direction from a variety of sources and prioritize assignments

• Attention to detail and ability to multi-task

• Knowledge of real estate and Right-of-Way terms

• Ability to research, gather, analyze, and organize information in a variety of formats

• Ability to meet deadlines and manage time efficiently

• Work well independently, and as part of a team

• Demonstrates self-awareness and is customer-focused and adaptable

• Ability to use discretion when working with confidential information

• Excellent organizational & good communication skills verbal / writte

Preferred Qualifications:

• Associate's Degree in Business Administration or related field

• One to three years of experience of varied & progressive administrative responsibilities providing support to senior level managers

• Experience in an administrative role responsible for multiple transactions with competing deadlines in a real estate environment

• Experience in Cityworks and Workday

Minimum Qualifications:

• Hi