Office Assistant Sr. - 7 Months

at  City of Charlotte and Mecklenburg County

Charlotte’s local government, with more than 7,000 employees and a $2.39 billion budget, works hard to ensure that the community will be a winning city for everyone – a truly remarkable place to live, work, learn and play.
Charlotte Water is an enterprise department of the City of Charlotte and one of the largest public water and sewer service providers in the southeast with 300,000 customer accounts and over 1000 employees. Our service area includes the City of Charlotte, Mecklenburg County and the towns of Huntersville, Cornelius, Davidson, Mint Hill, Matthews and Pineville. Charlotte Water’s FY 23 budget is $535M and a five-year capital program of $2.5 billion. We enjoy the highest credit ratings from all three major credit rating agencies as a result of sound financial planning and management and strong support from our City Council. We value competent, skilled candidates with a customer service focus to work in a team environment.

SUMMARY

Charlotte Water is currently accepting applications for the Career Training Academy Program. This internship will include hands on experience, classroom learning and exposure to the role of Office Assistant Senior. The intern must be able to commit to the full seven-month assignment and be available to work a designated weekly/hourly schedule. The training will include exposure to Charlotte Water’s Environmental Management division in addition to gaining job readiness skills.
This internship position provides clerical, administrative, and receptionist services for assigned area. Work involves, depending on assigned area: public contact and customer service; assists in processing payroll and human resource (HR) actions; processes purchase orders, basic accounting transactions, and travel authorizations; orders supplies and other items such as uniforms; tracks fuel use; and monitors front gate as assigned. This internship position supports processes and performs clerical duties such as filing, faxing, answering phones, and distributing mail.

KNOWLEDGE, SKILLS & ABILITIES

• Knowledge of office procedures, systems, and equipment.
• Knowledge of business writing, spelling and grammar.
• Knowledge of good oral/written communication skills
• Skill in providing customer service in addressing customer concerns.
• Skill in effectively and discreetly conveying information.
• Ability to learn how to maintain calendars and make appointments in Outlook.
• Ability to gain skills in using the Microsoft Office Suite, including Excel, Word, Publisher, Outlook, and PowerPoint.
• Ability to work independently and prioritize work duties.
• Ability to exercise considerable initiative, independent judgment, and discretion.
• Ability to establish and maintain cohesive working relationships with Charlotte Water employees, other city departments, and the public.

MINIMUM QUALIFICATIONS

• High School Diploma or GED
• Valid North Carolina Drivers’ License with an acceptable driving record.

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.

Applicants for this internship position learn the following tasks as it pertains to the daily work:

• Provides courteous and helpful customer service to the public, Council members, internal/external customers, and CLT Water employees at all levels in person, over the phone, and via email.
• Maintains an awareness of current Charlotte Water related news and information in order to provide accurate information to the public.
• Greets visitors; issues visitor passes in accordance with established procedures; and maintains and monitors the visitor log.
• Maintains accurate contact lists and assists with locating employees who have visitors waiting.
• Answers and directs phone calls and monitors gate entry into the facility.
• Maintains an orderly desk and waiting area. Maintains the waiting area, conference room and manages pantry inventory to support meetings and special events.
• Assists in hiring and termination procedures; Participate with the onboarding process for new hires.
• Assists in monitoring budgets and expenses; reconciles orders/procurement activities and paperwork/entries; tracks expenses/purchases; processes invoices; and research discrepant invoices.
• Provides administrative and clerical support including, but not limited to, creation of requisitions and other data entry tasks, invoice processing, maintains files, orders office supplies and employee uniforms and coordinate employee travel, reimbursements and reconciles P-cards.
• Monthly tracks key benchmarking information while also providing various reports; Research budget issues and concerns.
• Reconciles chemical purchases; tracks fuel use at the plant; and tracks fuel purchases,
• Enters data into databases/systems to support payroll, timekeeping, HR, contract.
• Maintains confidential files and other records.
• Maintains ISO records and administrative policy related to attendance.
• Schedules meetings and maintains assigned calendars; takes minutes as requested.
• Performs other related job duties as assigned.