Administrative Assistant

Administrative Assistant

This position is part of the City Attorney's Office which is responsible for providing comprehensive legal services and representation to the Mayor, City Council, City Manager, and City Departments. This position is specifically responsible for providing administrative support services to the City Attorney's Office. The position is physically located at the CMPD Headquarters. The employee will perform a variety of entry-level administrative tasks and is an entry level class in the administrative assistant series.

Major Duties and Responsibilities:

• Supports attorneys and other administrative staff in the City Attorney's Office by performing entry level administrative tasks and function-specific business processes.
• Maintains inventory of office supplies, organizes and stocks supply room/closets, kitchen and coffee stations.
• Assists coordinating logistics for office events (monthly meetings, retreats, conferences, etc.)
• Must be able to take initiative, act with discretion, and have excellent time management.
• Processes invoices, requests checks, and other basic accounting transactions.
• Answers voicemails and responds to inquiries and directs to appropriate personnel.
• Performs clerical duties such as filing, faxing, copying, preparing meeting materials, and taking minutes.
• Utilizes and distributes mail, packages, or deliveries to staff.
• Utilizes computer software to complete data entry and research.
• Performs other duties as assigned.

Knowledge, Skills & Abilities:

• Highly proficient in Microsoft Office Suite (Outlook, Word, Excel, OneDrive, and PowerPoint); proficient with Adobe Acrobat, online/cloud-based file-sharing protocols or portals and proficient with remote meeting platforms including MS Teams, Zoom, WebEx, and other technological platforms and tools.
• Ability to maintain effective working relationships with attorneys, office staff, other City departments and persons contacted in the course and scope of the work.
• Requires strong interpersonal skills and problem-solving skills, with the ability to manage multiple assignments in a fast-paced environment.
• Possess excellent attention to detail, organizational skills, initiative, independent judgment, and discretion in the performance of duties.
• Motivated and self-directed with ability to manage several tasks at one time and meet multiple deadlines when needed.
• Ability to communicate clearly and logically in oral and written form.
• Able to work effectively both independently and as part of a team.

Minimum Qualifications:

• High school graduate or equivalent and three ( 3 ) years related work experience; or two-year degree and one (1) year related work experience.
• Experience with Clio case management system.
• Knowledge of Lexis Nexis.
• Superior organization skills and ability to proofread and format legal documents and correspondence.

Preferred Qualifications:

• North Carolina Notary Public.
• Minimum of 5 years' experience working in a municipality or law firm 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.

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.