Administrative Specialist

Department: Charlotte Area Transit System Department Salary: $25.00 - $35.13 Commensurate with Experience Thank you for your interest in joining the team that keeps Charlotte moving, at a very exciting time for our organization. At the Charlotte Area Transit System (CATS), we're committed to delivering safe, reliable, and innovative transit services for our growing community, and we value employees who bring professionalism, passion, and a commitment to public service. This position is currently employed by CATS, a department of the City of Charlotte. With the passage of the PAVE Act and last year's sales tax referendum, CATS is preparing to transition from a City department to the newly created Metropolitan Public Transit Authority (MPTA). The MPTA was established to strengthen regional transit governance, improve accountability, and support long-term investment in mobility. It's an important and exciting step forward for transit in our region. Employees hired into this role will remain City employees through December 31, 2026, and will transition to MPTA employment on January 1, 2027. Benefits and compensation will follow City provisions through 2026 and shift to MPTA provisions in 2027, with clear information shared in advance. Your core duties, reporting structure, and daily responsibilities will remain consistent, with no break in service. If anything delays the transition, your City employment, including compensation and benefits, will remain in place until the move to the MPTA occurs. The creation of the MPTA positions us for a more modern, sustainable, and efficient transit system, one that can better support the Charlotte region for decades to come. We're excited about what's ahead and appreciate your interest in being part of it. SUMMARY Provides administrative and clerical support to the Director of Mobility and the Mobility Division. Work involves routine and moderately complex administrative tasks, maintaining records, preparing documents, coordinating schedules, and supporting daily office operations. The role requires initiative, attention to detail, professionalism, and the ability to work independently within established procedures while maintaining awareness of division policies and practices. Major Duties and Responsibilities Administrative & Clerical Support Provides general administrative support to the Director of Mobility and Mobility Division staff. Screens calls, visitors, mail, and inquiries; responds to routine questions or directs issues to appropriate staff. Types, edits, and processes letters, memoranda, reports, minutes, and other documents from drafts or verbal instructions. Maintains organized and accurate filing systems, records, and documentation. Handles confidential information in accordance with City and CATS policies. Assists with preparing presentations and meeting materials. Scheduling & Coordination Schedules meetings, conference calls, and internal appointments. Coordinates logistics for division meetings and small events, including room setup and participant notifications. Tracks follow-up items and ensures materials are prepared ahead of scheduled activities. Customer Service & Communication Provides courteous and professional customer service to staff, vendors, and external partners. Responds to routine inquiries and assists with general information requests related to Mobility operations. Communicates effectively with internal departments to support administrative workflows. Financial & Budget Support Prepares purchase requisitions and monitors order status. Assists with maintaining budget tracking spreadsheets. Reconciles financial transactions and organizes supporting documentation in the designated financial system. Supports project-level budget updates by entering data, checking for accuracy, and maintaining records. Office Operations Maintains office supplies, equipment needs, and inventory for the Mobility Division. Supports onboarding tasks for new staff (badge requests, workspace setup, basic orientation materials). Performs miscellaneous administrative tasks as assigned to support division operations. Knowledge, Skills and Abilities Ability to communicate effectively with staff, vendors, and customers. Strong attention to detail and accuracy. High ethical standards and ability to maintain confidentiality. Ability to work independently within established procedures. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Strong verbal and written communication skills. Ability to maintain spreadsheets and work in multiple databases. Basic understanding of budget tracking and financial reconciliation. Ability to work collaboratively across department lines. Minimum Qualifications Requires high school graduation/GED with three years of experience or Associates degree with one year experience of administrative assistant experience supporting multiple managers, preferably supplemented by college-level cou #J-18808-Ljbffr