Administrative Assistant

Date Opened: Thursday, October 16, 2025 12:00 AMClose Date: Tuesday, October 21, 2025 12:00 AMDepartment: Aviation DepartmentFunction Administrative SupportSalary: $23.84 - $29.81 Commensurate with ExperienceWelcome to the City of CharlotteCharlotte 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 includeAttracting 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 SummaryThis position provides administrative support to multiple Directors in the Aviation Department. This role requires strong interpersonal skills and problem-solving skills, with the ability to manage multiple assignments in a fast-paced environment. The work requires initiative, time management, and excellent communication skills for interactions with staff at all levels of the organization, airport tenants and stakeholders, as well as the general public.Essential Duties & ResponsibilitiesProvides 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 director and managers. 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 and entering data into E-Builder.Prepares, coordinates and enters pre- and post-travel documentation for division director and staff 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 complaints and requests, disseminates information to and relays messages. 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 director, managers and supervisors. 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 Workday financial system.Serves as an Authorized Signer for assigned 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.Assist with various administrative Human Resources activities for the sections.Serves and assists with the coordination of emergency response, irregular operations, and other contingencies.Completes special projects and other duties as assigned; performs directed research.Competencies For Successful Performance Of Job DutiesKnowledge ofAdministrative and clerical procedures, methods, and computer equipmentPrinciples, practices and techniques of basic bookkeeping and accountingMicrosoft Office Suite, and other basic PC based software applications, business software, and financial systemsRecords retention and disposalSkill inInterpersonal skills necessary to develop and maintain effective and appropriate working relationshipsPerforming a variety of duties, often changing from one task to another of a different naturePerforming basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratiosProviding excellent customer service to internal and external customersOrganization and time managementCollaboration and teamworkTroubleshooting and problem-solving techniquesAbility toHandle 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.Work independently as well as a team member with diverse workgroups.Minimum QualificationsHigh School diploma or equivalent and 3 years of relevant experience. Requires basic knowledge of job procedures and tools obtained through work experience.Preferred Qualifications3-4 years of relevant work experience in a professional, office environment.GENERAL INFORMATIONTo meet City requirements, a valid U.S. driver's license with 3 years of verifiable driving history is necessary. This position requires driving a City vehicle on the Airport campus.A Federal background check is required to work on airport property. Certain criminal convictions will disqualify individuals from obtaining unescorted access privileges and therefore would exclude the candidate from employment.This position is eligible for hybrid work, with 3 days in the office per week.This position is periodically required to support after hours and irregular operations (ex. airport emergencies, inclement weather) events.WORKING CONDITIONS AND PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.This position is relative free from unpleasant environmental conditions or hazards and is generally sedentary. Incumbents may be required to exert up to 5 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.ADA And Other RequirementsPositions in this class typically require grasping, stooping, squatting, kneeling, crouching, reaching, pushing, talking, hearing, seeing, and repetitive motions.Physical RequirementsEssential and marginal functions may require maintaining physical condition necessary for sitting, standing, climbing, or walking extended periods of timeLight to moderate lifting and carrying; some crouching, stooping, squatting, crawling, reaching, pushing, and pulling when performing tasksAdequate vision, hearing, and speech requiredSensory RequirementsConcentrated and attentive use of one or more senses (visual, audio, and other sensory modalities) for proof reading, data entry, tabulating dataAbility to operate in an environment with frequent interruptions from people and or noises, which in return could result in some level of stress, fatigue, or strainComprehensive of written information in work related documentsAbility to hear, understand and distinguish speechAdditional InformationThis job description is not intended to be and should not be construed as an inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add or remove duties and assign other duties at any time. This job description does not constitute a written or implied contract of employment.To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description.CONDITIONS OF EMPLOYMENTThe 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.Final candidates must pass a pre-employment drug-screening test and physical examination. During the selection process, candidates may be asked to take a skills test, and/or participate in other assessments.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.How To ApplyApply online.Federal law requires employers to provide reasonable accommodations to qualified individuals with disabilities. Please tell us if you require a reasonable accommodation to apply for a job.You are welcome to visit the City of Charlotte Human Resources Department lobby, where self-service application kiosks are available. They are located in our office at 700 East 4th Street, Suite 200, Charlotte, NC 28202. We are open Monday through Friday, from 9:30 a.m. to 3:30 p.m. (EST), excluding official City holidays.For questions about your application or the hiring process, please email Careers@ci.charlotte.nc.us.The City of Charlotte is committed to making our services and programs accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modifications will be provided. To make a request, please fill out the Innovation & Technology ADA request form or call 704.336.4120.BenefitsThe City of Charlotte provides a comprehensive benefits package to eligible employees.Click here to learn more about the City of Charlotte's benefits.The City of Charlotte is a drug and alcohol-free workplace.