Administrative Specialist - Community Tree Canopy Preservation

Department: Planning, Design & Development Department
Salary: $25.00 - $35.13 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
This administrative position directly supports the business function of the Planning, Design and Development Department’s (PDD) Community Tree Canopy Preservation Division (CTCP). This division oversees and implements the City’s tree canopy development requirements in partnership with the CLT Development Center and community-related tree canopy programs. The primary and core functions and tasks include, but are not limited to, administrative and detail-oriented work requiring application of business management principles and practices. Work is performed with close general supervision depending on the nature of the assignment and evaluated based on work products and results. Additional general support duties for PDD’s budget process is also a function of this position.
Major Duties and Responsibilities:

- Provides administrative support to the Charlotte Tree Advisory Commission, division-lead team, Urban Forestry and Tree Canopy Programs group teams, and interdepartmental committees.

- Work in the office a minimum of 4 days a week during standard business hours with occasional evening and weekend work to support CTCP community program events.

- Provides assistance by serving as back-up for department receptionist.

- Provides assistance and support for PDD’s budget management process.

- Supports all facets of community engagement, including coordinating meeting logistics and front-line support at meetings, at times outside of regular business hours.

- Prepares meeting minutes, often involving complex specialized and technical language.

- Prepares and edits letters, memoranda, agenda requests, resolutions, and other information.

- Enters and sorts data and produces a variety of moderately complex reports.

- Maintains records for projects & contracts.

- Replies to inquiries for information from employees and members of the public.

- Assists in the budget preparation process by projecting standard items.

- Compiles budget requests & checks for accuracy / completeness.

- Processes invoices / other financial & administrative transactions.

- Completes daily deposits, complies fee collection data and tracks collection percentages.

- Process reconciliation of the division’s credit card (P-Card).

- Assist with the implementation and management of the division’s data tracking processes

- Ability to use Accela software database to support financial tracking monitoring, regulatory process and customer service needs.

- Coordinate division staff meetings

- Coordinate and process professional certifications, licenses, and training for staff

- Monitor and order office supplies

- Ability to deal with the public tactfully & courteously

- Ability to compose effective & accurate correspondence

- Supports CTCP’s land development work and the Urban Forestry Group’s permitting processes.

- Provide courteous, responsive, respectful, accessible and seamless customer service aligned with the CLT Development Center’s Customer Service Standards and all applicable City customer service standards and employee policies

- Performs other administrative & clerical responsibilities, as needed.

Knowledge, Skills & Abilities:

- Thorough knowledge of business English, spelling, punctuation, and arithmetic

- Considerable knowledge of the principles and methods of office management & of modern office procedures, systems and equipment

- Ability to work independently on responsible, confidential clerical & related administrative,  technical and secretarial tasks

- Knowledge of budget administration & accounting

- Knowledge of research methods & techniques

- Knowledge of business or public administration, financial reporting and accounting procedures

- Ability to collect, complete, organize, analyze, and interpret financial reports as required for special & ongoing management needs

- Ability to perform accurate & rapid calculations

- Prepare clear & concise reports using research work performed on statistical skills

- Ability to establish effective working relationships with other employees & members of the public

- Ability to carry out assignments based upon brief & general instructions

- Ability to communicate effectively orally & in writing

- Proficient in technology applicable to work required of the position

- Background related to working in a customer service environment

- Computer skills at the intermediate level of proficiency using Microsoft Office Suite Products (Word, Excel, Access)

Preferred Qualifications :

- Associate’s Degree in Business or related field

- Understanding of land development and/or construction terminology or processes

Minimum Qualifications:

- High School diploma/GED equivalent

- One (1) year of related work experience in administrative support, customer service, finance, or accounting and records management, or related function

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

- Must be able to obtain and maintain a city driver’s permit

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 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.

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.