Administrative Assistant 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: $57,691.48 - $72,114.35 Commensurate with Experience

SUMMARY

This position is responsible for providing executive administrative support to the Department Director and Deputy Director. Work will require the exercise of considerable initiative, independent judgment and a high level of confidentiality. This position will schedule and coordinate meetings, travel, and other group activities and report to the Department Director and Deputy Director. The role will collect and review information and creates reports, charts, and other presentation materials as needed. The position will respond to or route priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the executive office.

MAJOR DUTIES & RESPONSIBILITIES

• Provides direct support to department director and deputy director including email and calendar management

• Serves as primary point of contact for internal and external clients

• Coordinates leadership meeting and travel logistics as needed (virtual meetings, food orders, booking meeting rooms, hotel rooms, airfare, etc.)

• Coordinates travel arrangements and expenses for the Director and Deputy Director following department policies, procedures, and regulations

• Handles several financial functions such as accounts payable processes, purchase card transaction reconciliation and expense reports/reimbursement processes

• Acts as a “gatekeeper” for executive leadership

• Organizes internal and off-sight meetings

• Collaborate with other departments/agencies and the office of constituent services on administrative matters

• Provides Business Executive Services Division Support

• Process public records requests in coordination with overall City responses

• Provides technical assistance to customers and staff

• May serve as Notary for department

• Performs other duties as assigned

• Work requires regular interaction involving exchange and receipt of information. The impact the job has on the City of Charlotte is limited in terms of time, money, or public/employee relations.

MINIMUM QUALIFICATIONS

• High school diploma (or GED equivalent)

• Three (3) years of related work experience in administrative support including supporting executives

• Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES

Knowledge of:

• Administrative and clerical procedures, methods, and computer equipment

• Principles and practices of basic bookkeeping and financial/accounting principles

• Basic PC based software applications, business software, and financial systems (all Microsoft Office)

• P-Card policies

• Video conferencing software and applications

• Supervisory principles and practices

• Records retention and disposal

Skilled 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

• Organization and time management

• Collaboration and teamwork

• Troubleshooting and problem-solving techniques

Ability to:

• Meet schedules and deadlines of the work

• Understand and carry out oral and written directions

• Accurately organize and maintain paper documents and electronic files

• Maintain the confidentiality of information and professional boundaries

• Communicate clearly and concisely in written and verbal communication

• Ability to train others

• Reconcile accounts

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