Office Assistant Senior chez Charlottenc

Date Opened: Friday, October 10, 2025 12:00 AM

Close Date: Friday, October 17, 2025 12:00 AM

Department: Aviation Department

Function Administrative Support

Salary: $23.00 - $27.04 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 position provides administrative support to the Aviation Department’s Administrative Division. The work requires initiative, time management, public contact and superior customer service skills. This is a five-day-a-week, on-site role and is not eligible for hybrid work.

ESSENTIAL DUTIES & 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.    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. Also assists with the creation and ordering of name plates, employee badges, and business cards.
4.    Manages CLT’s Conference Room requests and reservations. Monitors conference room calendars daily and conducts regular audits to ensure optimal usage, cleanliness, and readiness of meeting spaces.
5.    Retrieves and distributes mail from Post Office and front mailbox, processes outgoing mail using Aviation’s metered postage machine, and provides mail support including FedEx shipments. Ensures tidiness of the CLT mailroom and mail supplies are stocked.
6.    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 Workday.
7.    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.
8.    Oversees CLT carpool Fleet, managing daily check-in and check-out procedures, scheduling routine maintenance, and coordinating car washes to ensure each vehicle remains clean, reliable, and ready for staff use.
9.    Covers front desk as needed, greeting visitors, answering phones, and assisting with general inquiries. Responsibilities also include managing the visitor check-in system and processing parking validations.
10.    Enters customer feedback into the Customer Insights portal, ensuring accuracy and completeness through careful attention to detail.
11.    Assists with logistics for meetings and special events to include printing agendas and materials, placing and picking up catering and lunch orders, ensuring room and A/V setup.
12.    Assists with the logistics and coordination of volunteer and engagement events for Aviation. Serves on emergency teams for irregular operations as needed and acts as the designated Emergency Evacuation Zone contact.
13.    Provides courier assistance as needed, including preparing and transporting materials and documents, coordinating pick-up and drop-off schedules, and ensuring timely and secure delivery.
14.    Performs other duties as assigned.

COMPETENCIES FOR SUCCESSFUL PERFORMANCE OF JOB DUTIES: 

Knowledge of:
•    Administrative and clerical procedures, methods, and computer equipment
•    Techniques of basic bookkeeping and accounting 
•    Microsoft Office Suite (Word, Excel, Outlook, Teams), and other basic PC-based software applications, business software, and financial systems
•    Business writing, including formatting professional emails, memos and basic reports
•    Filing systems (both digital and physical) and records management best practices
•    Basic scheduling and calendar coordination tools

Skill in:
•    Interpersonal skills necessary to develop and maintain effective and appropriate working relationships 
•    Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
•    Providing excellent customer service to internal and external customers
•    Organization and time management, including the ability to prioritize tasks and manage multiple responsibilities
•    Collaboration and teamwork across departments and shifts
•    Troubleshooting and problem-solving techniques
•    Attention to detail in data entry, document preparation, and task completion

Ability to:
•    Work independently as well as a team member with diverse workgroups
•    Maintain effective working relationships with coworkers
•    Communicate clearly and professionally, both verbally and in writing
•    Learn and adapt to new software systems and office procedures
•    Handle confidential or sensitive information with discretion
 

MINIMUM QUALIFICATIONS:

High School Graduate or Equivalent and Three Years of Experience

or

2 Year College Degree and One Year Experience

or

Bachelor's Level Degree

PREFERRED QUALIFICATIONS:

•    2-3 years' experience working in a professional office environment
•    Experience with financial reconciliation and purchasing
•    Ability to create and manage basic spreadsheets utilizing Excel
•    Learn and adapt to new software systems and office procedures
•    Handle confidential or sensitive information with discretion

GENERAL INFORMATION:

•    This position is an in-office position, Monday - Friday and is located at The CLT Center (Airport Administrative Facility) on Wilkinson Blvd.
•    To 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.
•    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.
 

WORKING CONDITIONS AND PHYSICAL DEMANDS:    

The 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 Requirements
Positions in this class typically require grasping, stooping, squatting, kneeling, crouching, reaching, pushing, talking, hearing, seeing, and repetitive motions.  

Physical Requirements
•    Essential and marginal functions may require maintaining physical condition necessary for sitting, standing, climbing, or walking extended periods of time
•    Light to moderate lifting and carrying; some crouching, stooping, squatting, crawling, reaching, pushing, and pulling when performing tasks
•    Adequate vision, hearing, and speech required

Sensory Requirements
•    Concentrated and attentive use of one or more senses (visual, audio, and other sensory modalities) for proof reading, data entry, tabulating data
•    Ability 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 strain
•    Comprehensive of written information in work related documents
•    Ability to hear, understand and distinguish speech
 

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 [email protected].

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.

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