Administrative Assistant

Date Opened: Thursday, October 30, :00 AMClose Date: Thursday, November 13, :00 AMDepartment: General Services DepartmentSalary: $ $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:

• High School diploma/GED with one year of relevant work experience; or an Associate's degree; or an equivalent combination of education and relevant experience that provides the necessary knowledge, skills and abilities to successfully perform the essential job duties

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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 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 APPLY

Apply 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 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

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

BENEFITS

The 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.

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