Department: Human Resources Department

Administrative Support

Salary: $25.00 - $35.13 Commensurate with Experience

Welcome to the City of Charlotte

Charlotte is America’s Queen City, opening her arms to a diverse and inclusive community of residents, businesses and visitors alike. Here you will find a safe, family-oriented city where people work together to help everyone thrive. The mission of the City of Charlotte is to deliver quality public services and promote the safety, health, and quality of life for all residents.

Our guiding principles include:

• Attracting and retaining a skilled and diverse workforce

• Valuing teamwork, openness, accountability, productivity, and employee development

• Providing all customers with courteous, responsive, accessible, and seamless quality services

• Taking initiative to identify, analyze, and solve problems

• Collaborating with stakeholders to make informed decisions

SUMMARY

The HR Administrative Support Specialist exists to provide a welcoming, professional experience for employees, job candidates, visitors, vendors, and other internal and external customers while supporting the daily operations of the Human Resources Department. The position provides dependable front desk, administrative, financial, and office support and takes ownership of assigned work and customer needs through completion, resolution, or a clear handoff. Success requires a hospitality mindset, initiative, attention to detail, and the willingness and ability to learn and apply new processes and skills.

Major Duties and Responsibilities:

• Provide professional and welcoming front desk service to employees, job candidates, visitors, vendors, and other internal and external customers; answer and route calls, monitor shared voicemail, provide general information, and connect customers with the appropriate HR resource.

• Coordinate visitor access, deliveries, front desk coverage, and other reception activities while protecting confidential information and maintaining awareness of scheduled interviews, meetings, and departmental activities.

• Maintain the readiness of reception areas, conference rooms, breakrooms, and other shared spaces by coordinating reservations and meeting setup, stocking supplies and refreshments, providing basic technology support, performing light daily freshening, and reporting facilities or cleaning needs.

• Receive and distribute mail, packages, and deliveries; monitor supply levels; order, organize, and restock approved administrative and office supplies.

• Process requisitions, purchase orders, change orders, supplier invoices, and other assigned financial transactions using Workday and applicable systems.

• Review p-card transactions and supporting documentation for completeness, accuracy, business purpose, and proper coding; research discrepancies, coordinate follow-up, maintain accurate records, and track transactions through completion or escalation.

• Provide general HR administrative support, including employment verifications, document preparation and filing, records maintenance, meeting and interview coordination, event support, and special projects; research unfamiliar issues, involve the appropriate resources, and ensure a clear resolution, handoff, or next step.

Minimum Qualifications:

High school diploma or GED and two years of experience providing administrative support, front desk services, customer service, records management, billing, payment processing, or related transaction support in a professional or high-volume service environment; or an equivalent combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Knowledge of modern office procedures, administrative practices, records management, and standard office equipment.

• Skill in providing professional, courteous, and responsive service to internal and external customers using a hospitality-focused approach.

• Skill in verbal and written communication, proofreading, organizing information, and preparing clear and accurate documents and records.

• Skill in using standard office technology, including Microsoft 365, email, spreadsheets, data-entry systems, and electronic records.

• Ability to learn and accurately apply basic business mathematics and established procedures related to purchasing, invoicing, payment processing, financial documentation, and recordkeeping.

• Ability to organize and prioritize competing responsibilities, meet recurring deadlines, and maintain accurate work amid frequent interruptions.

• Ability to work independently, exercise sound judgment, take ownership of assigned work and customer needs, communicate status, and follow matters through completion or an appropriate handoff.

• Ability and willingness to learn departmental regulations, procedures, services, Workday, and other job-specific systems and apply new knowledge accurately.

• Ability to use critical thinking to understand the purpose and controls behind established processes, evaluate situations that fall outside standard procedures, and determine an appropriate course of action or escalation.

Physical/Mental Requirements:

Work requires the ability to communicate effectively in person, by telephone, and electronically; operate a computer and standard office equipment; and remain at or near the assigned reception area for extended periods. Duties frequently involve sitting, repetitive keyboarding, and handling papers or office supplies, with occasional standing, walking, reaching, bending, and lifting or carrying items weighing up to 20 pounds. The position requires sustained attention to detail, the ability to manage multiple priorities and frequent interruptions, and the ability to apply sound judgment and critical thinking to routine and nonroutine situations. Reasonable accommodation may be made to enable qualified individuals to perform the essential functions.

Working Environment:

Work is performed primarily in an active indoor office environment that includes a public-facing reception area, shared conference rooms, a breakroom, and other common areas. The position involves regular interaction with employees, job candidates, visitors, vendors, and internal staff, as well as frequent use of computers, telephones, office equipment, and electronic systems. Work may involve access to confidential or sensitive personnel and financial information and exposure to moderate noise and frequent interruptions typical of a busy professional office. Because the position is responsible for front desk coverage and the daily readiness of shared spaces, regular and reliable on-site attendance during scheduled work hours is required.

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.

Our culture is to serve the community honorably.

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 self-service application kiosks are available. They are located in our office at 700 East 4th Street, Suite 200, Charlotte, NC 28202. We are open Monday through Friday, from 9:30 a.m. to 3:30 p.m. (EST), excluding official City holidays.

For questions about your application or the hiring process, please email [email protected]

The City of Charlotte is committed to making our services and programs accessible to all. Upon request, auxiliary aids, written materials in alternate formats, language access, and other reasonable accommodations or modifications will be provided. To make a request, please fill out the Innovation & Technology ADA request form or call 704.336.4120.

BENEFITS

The City of Charlotte provides a comprehensive benefits package to eligible employees.

Click here to learn more about the City of Charlotte’s benefits.

The City of Charlotte is a drug and alcohol-free workplace.