Administrative Officer Lead - Charlotte, United States - City of Charlotte

Description

Introduction

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.

Overview

The City of Charlotte is the largest municipality in North Carolina and the 15th largest city in the United States, with a total population of more than 897,000 citizens. A major commerce center, Charlotte hosts several of the nation's largest banks and technology companies.

Also known as the Queen City, Charlotte is home to the Carolina Panthers, the Charlotte Hornets and the NASCAR Hall of Fame. We work hard to ensure that the community will be a winning city for everyone – a truly remarkable place to live, work, learn and play. Join us in helping to keep our City thriving, ensuring upward mobility and advancement in the workplace.

Summary

The purpose of this job is to lead the execution of program/project administration duties for Charlotte Water Workforce Development programming. Performs program/project administration duties such as monitoring timelines and budgets. Coordinates and supervises the daily activities of a support or operations team. May supervise lower-level staff. Sets priorities for the team to ensure task completion and coordinates work activities with other supervisors. Plans, coordinates, and manages the allocation of resources to deliver timely results. Analyzes data, prepares reports, charts, budgets, and other presentation materials to develop actionable steps, and adapts departmental plans and priorities to address resource and operational challenges. Assists in developing and implementing general operating policies, processes, and procedures for the assigned area and leads special projects in multiple areas.

Major Duties and Responsibilities

•Provides organizational and business support for assigned departments. Proposes recommendations for improvement and works with internal and external stakeholders.
•Organizes, prioritizes, facilitates, and monitors the operational workflow of assignments, including establishing and distributing assignments and support documents, maintaining comprehensive notes, tracking systems, responding to inquiries, and facilitating communications between/among parties.
•Oversees and assists with analyzing and entering data into data management systems.
•Conducts research; develops policies and strategies under the direction of leadership; performs quantitative and qualitative analysis of the effects of these policies on department programs.
•Collaborates with other municipalities on topics/questions of interest to the department on a variety of topics and industry challenges.
•Creates and leads training and development initiatives based on departmental needs to enhance skillsets and/or increase knowledge of department operations and administrative functions.
•Sets up, maintains, reviews, and organizes records systems. Promotes best records management practices and adherence through guidance, training sessions and materials, consultations, and written policies and procedures.
•Performs administrative processes and requests to support daily operations, including creating spreadsheets, charts, presentations, and reports.
•Coordinates, monitors, reviews, and implements various business projects and activities, including processing and analyzing data for various business programs.
•Schedules meetings, prepares and distributes meeting agendas, records notes, and distributes meeting minutes.
•Assists with planning, developing, and implementing strategies.
•Performs other duties as assigned. SUPERVISORY RESPONSIBILITIES· Work requires direct supervision of Workforce Development employees and/or participants. This position may oversee work quality, training, instruction, and assignments.

Knowledge, Skills & Abilities

Knowledge of:
•Administrative and clerical procedures, methods, and computer equipment
•Principles and practices of basic bookkeeping and accounting principles
•Basic PC-based software applications, business software, and financial systems
•Workforce Development program development and administration
•Adult Education Theory and best practices
•Department of Labor Apprenticeships
•Data analysis, research methods, and statistics
•Video conferencing software and applications
•Principles and practices of records retention and disposal
•Supervisory principles, practices, techniques, and evaluating staff performance.
•Business and management principles involved in strategic planning, resource allocation, leadership technique, production methods, and coordination of people and resources Skill in:
•Interpersonal skills necessary to develop and maintain effective and appropriate working relationships
•Performing a variety of duties, often changing from one task to another of a different nature
•Performing basic mathematical functions such as addition, subtraction, multiplication, division, percentages, and ratios
•Providing excellent customer service
•Organization and time management
•Collaboration and teamwork
•Troubleshooting and problem-solving techniques
•Attention to detail
•Leadership skillsAbility to:
•Work independently & handle dynamic timelines
•Understand and carry out oral and written directions
•Accurately organize and maintain paper documents and electronic files
•Maintain the confidentiality of information and professional boundaries
•Communicate clearly and concisely in written and verbal communication
•Research financial issues, reconcile accounts, and compile data.
•Collaborate with other teams
•Prepare and format management reports and make presentations
•Analyze administrative problems, make sound recommendations, and prepare working procedures
•Come up with proactive solutions and critical thinking
•Carry out assignments using own initiative and minimal instructions
•Plan, direct, and work as a team with colleagues and establish effective working relationships with other employees, staff, and the public.

Preferred Qualification

Preferred Licenses or Certifications· Working Smart certification· Workforce Development certification

Minimum Qualifications

•High School Graduate or Equivalent
•Seven (7) years of related work experience in Workforce Development program development and administration, Adult Education Theory, human resources, and related functions. OR
•Associate degree from accredited institution
•Five (5) years of related work experience in Workforce Development program development and administration, Adult Education Theory, human resources, and related functions. OR
•Bachelor's Degreefrom accredited institution
•Three (3) years of related work experience in Workforce Development program development and administration, Adult Education Theory, human resources, and related functions.

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.