Administrative Assistant

Administrative Assistant

We are a dynamic and innovative City Department seeking an enthusiastic Administrative Assistant to join the Charlotte Fire Marshal's Office. Our division of the Charlotte Fire Department fosters a collaborative and growth-oriented environment where ingenuity and initiative are highly valued. As an Administrative Assistant, you will be an integral part of our operations, providing crucial support to ensure smooth administrative processes.

This role requires meticulous attention to detail, excellent organizational skills, technological proficiency, and a proactive mindset to handle diverse responsibilities.

Essential Functions:

• Provide administrative support to the division and interdepartmental team members, including scheduling, correspondence, and document preparation.
• Maintain and organize physical and digital filing systems for efficient data retrieval.
• Assist in coordinating meetings, conferences, and events, including logistics and documentation.
• Handle incoming communications, prioritize tasks, and manage calendars effectively.
• Utilize various software applications to generate reports, analyze data, and streamline processes.
• Collaborate with cross-functional city departments to facilitate smooth operations and project execution.
• Identify opportunities for process improvements and contribute to enhancing office efficiency.
• Continuously seek professional development opportunities and stay updated with industry trends.

Required Qualifications

Education & Experience:

Minimum Qualifications

High School Diploma or GED with a minimum of 6 years of experience in office administration and/or an associate degree in office administration with a minimum of 4 years of experience.

Preferred Qualifications:

• Bachelor's degree in a related field and 2 years of experience in office administration.
• Bilingual (Spanish preferred).
• Familiarity with record keeping software/technology.

Knowledge, Skills and Abilities:

• Ability to work both independently and collaboratively within a team environment.
• Strong communication abilities, both written and verbal.
• Demonstrated problem-solving abilities and adaptability in a fast-paced environment.
• Strong technical knowledge of accounting principles and financial systems.
• Meticulous attention to detail, strong organizational and time management skills.
• Strong interpersonal skills and a proactive problem-solving attitude.
• Ability to work both independently and collaboratively within a team environment.

Physical/Mental Requirements:

Mobility to work in an office setting, use standard office equipment and stamina to sit for extended periods of time; strength to lift and carry up to 20 pounds; vision to read printed materials; and hearing and speech to communicate in person or over the telephone. Work is performed in an indoor office environment with moderate exposure to atmospheric conditions; moderate exposure to environmental conditions (such as officers, community members, etc.);

and frequent exposure to computer screens, files, and phone. Ability to sustain prolonged concentration, problem-solving, and decision-making skills during physical exertion and/or working in stressful environments. Positions in this class typically require grasping, talking, hearing, seeing, and repetitive motions.

Physical Requirements:

Essential and marginal functions may require maintaining physical conditions necessary for sitting extended periods of time. Adequate vision, hearing, and speech required.

Sensory Requirements:

Concentrated and attentive use of one or more senses (visual, audio, and other sensory modalities) for proofreading, data entry, and 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 written information in work-related documents. Ability to hear, understand, and distinguish speech.

Working Environment:

Work is performed in an office setting.

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.

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,…