Office Assistant- Full Time Job at City of Charlotte and Mecklenburg County

City of Charlotte and Mecklenburg County Charlotte, NC 28202

Job Information

  • Date Posted
    2025-04-07
  • Location
    Charlotte, NC 28202
  • Job Title
    Office Assistant- Full Time
  • Gender
    Both

The City of Charlotte is the largest municipality in North Carolina and the 17th largest city in the United States, with a total population of more than 872,498 citizens. A major commerce center, Charlotte hosts several of the nation’s largest banks and technology companies.

Also known as the Queen City, Charlotte is home to the Carolina Panthers, the Charlotte Hornets and the NASCAR Hall of Fame. We work hard to ensure that the community will be a winning city for everyone – a truly remarkable place to live, work, learn and play. Join us in helping to keep our City thriving, ensuring upward mobility and advancement in the workplace.

Function

This position provides administrative support to the Aviation Department’s Administrative Division. The work requires initiative, time management, public contact and superior customer service skills.

Standard office hours apply; however, at times, subject to work during non-traditional hours and emergency calls back to work.


Major Duties and Responsibilities

1. Provide administrative and clerical support including types, edits, and proofs correspondence and other documents; maintains files, faxes, scans, copies, and compiles documents. Performs data entry, completes reports, and preserves records.
2. Provides courteous and helpful service to internal and external customers in person and over the phone.
3. Serves as the lead contact for CLT Center’s enterprise visitor management system. Works closely with TechHelp to troubleshoot issues and adjusts software program to meet business needs. Monitors compliance of the system. Trains staff on use of system and creates meeting appointments and pre-registration links to register guests. Covers front desk during staff breaks as needed.
4. Assists with logistics for meetings and special events to include printing agendas and materials, placing catering orders and ensuring room and A/V setup.
5. Assists with the logistics and coordination of volunteer and engagement events for Aviation. Serves on emergency teams for irregular operations as needed.
6. Maintains office supply inventory for Aviation Department. Responsible for ordering supplies, distributing supplies, maintaining office supply stock rooms and inventory spreadsheet. Monitors budgets and ensures order compliance with City and Aviation policies.
7. Makes purchases on behalf of staff in compliance with City and Department policies. Creates and maintain electronic copies of receipts and forms and completes reconciliation of procurement card charges in the Munis financial system.
8. Manages CLT’s Conference Room requests and reservations. Monitors conference room calendars daily.
9. Retrieves mail from Post Office and front mailbox, distributes mail, runs postage from Aviation’s metered mail machine for outgoing mail and ensures tidiness of the CLT mailroom and mail supplies are stocked.
10. 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.
11. Performs other duties as assigned.

Knowledge, Skills & Abilities

  • Excellent working knowledge of and experience with business English.
  • Skills to provide first-rate customer service for internal and external customers while representing the airport in a positive and professional manner.
  • Skills to effectively use Word, Excel and Outlook.
  • Demonstrated office skills with a high degree of accuracy such as typing, filing, editing, composition, etc.
  • Excellent organization and time management skills, and the ability to effectively manage multiple tasks simultaneously are essential.
  • Ability to work independently as well as in a team environment with diverse workgroups.
  • Ability to maintain effective working relationships with co-workers, other City departments, and the public.

Minimum Qualifications

High School Graduate or Equivalent and one year relevant work experience

OR

Associate's Degree

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.

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 we have workstations available. Our office is located at 700 East 4th Street, Suite 200, Charlotte, NC 28202. Our hours are Monday through Friday, 8 a.m. to 5 p.m. (EST), excluding official City holidays.

Anyone seeking an accommodation to apply for a job may call (704) 336-2285 for assistance or you may email questions to CityHrJobPostingsNotify@ci.charlotte.nc.us.

Benefits

The City of Charlotte provides a comprehensive benefits package to all employees.

Click here to learn more about the City of Charlotte’s benefits.

The City of Charlotte is a drug and alcohol-free workplace.

In Conclusion

If you have technical issues submitting your application, click here.




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