Administrative Specialist

Date Opened: Thursday, November 20, 2025 12:00 AMClose Date: Thursday, December 04, 2025 12:00 AMDepartment: City Clerk DepartmentSalary: $23.84 - $29.81 Commensurate with ExperienceWelcome 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 IncludeAttracting and retaining a skilled and diverse workforceValuing teamwork, openness, accountability, productivity, and employee developmentProviding all customers with courteous, responsive, accessible, and seamless quality servicesTaking initiative to identify, analyze, and solve problemsCollaborating with stakeholders to make informed decisionsSummaryThe City Clerk’s Office is seeking a detail-oriented and analytical professional to serve as Minutes Clerk. This position is responsible for accurately transcribing audio recordings of all Charlotte City Council meetings with high accuracy and within strict deadlines. The ideal candidate will have a strong command of grammar and punctuation, and the ability to present complex information clearly and concisely in written formats.Duties And ResponsibilitiesKey qualifications include:Excellent typing speed and accuracy (minimum 65 WPM).Proficiency in MS Office, Express Scribe, and other transcription software.Active listening skills, strong attention to detail, and computer proficiency.Demonstrated ability to work independently, take initiative, and manage changing priorities.The Minutes Clerk works under limited supervision and is expected to exercise initiative, critical thinking, and sound independent judgment. This role is essential to maintaining the official record of Council proceedings and supporting transparent, effective local government.Transcribe audio recordings into accurate written documents within specified timeframes.Listen attentively and transcribe with a high degree of accuracy, while managing distractions andmeeting deadlines.Proofread and edit transcriptions for grammar, formatting, and overall accuracy.Ensure all transcripts are completed and submitted by assigned deadlines (typically four hours oftranscription per one hour of audio).Maintain strict confidentiality of sensitive or private information.Identify and flag inaudible or unclear audio segments for further review.Adhere to established formatting guidelines and style preferences.Communicate with team members or supervisors to clarify unclear content or confirm deadlines.Conduct advanced research to verify unfamiliar terms, names, or acronyms to ensure transcriptionaccuracy.Organize, archive, and maintain completed transcripts for future reference.Minimum Qualifications High school diploma or equivalent and one year of relevant work experience; or an associate’sdegree; or an equivalent combination of education and experience sufficient to perform essentialjob duties.Preferred Qualifications Associate degree or higher with coursework in journalism, English, public administration, or arelated field. One to three years of experience in audio recording, transcription, and document pagination. Prior transcription experience in a local government, legal, or similarly structured work environment. Familiarity with tools such as: Express Scribe Transcription Software GranicusKnowledge, Skills, And AbilitiesMust have past transcription experience to be considered. Demonstrated experience as a transcriptionist or in a comparable role. Excellent command of grammar, punctuation, and spelling to ensure error-free transcripts. Strong focus and determination, with the ability to concentrate for extended periods and maintainproductivity. Proven ability to meet strict deadlines and manage multiple assignments simultaneously. Proficiency in transcription software and word processing tools. Exceptional attention to detail and active listening skills.Physical RequirementsThis position is sedentary in nature and may require long periods of sitting. Approximately 85% of the time is spent sitting. The remainder could be spent bending, reaching, twisting, standing, walking, or driving. May lift up to 25 pounds and carry for a short distance. Sensory requirements: touch, hearing, vision, and speech.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.