Office Assistant Senior

Department: Fire Department

Salary: $25.00 - $31.86 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 front desk is the welcoming face that people see when they come into the Charlotte Fire Department Headquarters. This person should be professional, greet people as they come to HQ, answer phone calls, and other essential duties. They will perform other administrative duties that are assigned by the facilities coordinator. This position will be given the option to work 7am – 4pm or 8am – 5pm Monday – Friday.

Major Duties and Responsibilities:

• Answer phone calls and redirect calls to the correct departments
• Answer gate phone and open gates for visitors
• Secure facility before leaving for the day
• Sort and deliver inter-office mail and packages
• Coordinate food deliveries to correct personnel or departments
• Monitor coffee supplies in the kitchen. Contact Facilities Coordinator when supplies are low.
• Monitor bathroom supplies. Contact Facilities Coordinator when supplies are low.
• Set up FF Hall for events, meetings, etc.
• Greet public and direct them to the right department or conference room
• Conference room scheduling backup to Facilities coordinator and Executive assistant.
• Expert knowledge of computer programs like Microsoft office, Google chrome, etc.
• Process Foster Home requests.
• Maintain and audit the CFD access control system.
• Assist the Facilities coordinator with light duty staff that are assigned to the front desk.
• Other administrative duties assigned by the department

Required Knowledge, Skills and Abilities:

Knowledge:

• Microsoft office (Teams, Outlook, Word, Excel, etc.)

• Proficiency in accounting software, such as QuickBooks, SAP, or similar platforms, and experience with ERP systems.

• Principles and techniques of preparing effective written informational or educational materials.

Skills:

• Strong interpersonal and communication skills, with the public and City of Charlotte employees.
• Organized and able to handle any situation that you are faced with.
• Goal oriented and willing to take on challenges.

ADA and Other Requirements:

Positions in this class typically require: grasping, talking, hearing, seeing, and repetitive motions.

Physical Requirements:

• Essential and marginal functions may require maintaining physical conditions necessary for sitting, standing, climbing, or walking for extended periods of time.
• Light to moderate lifting and carrying; some crouching, stooping, squatting, crawling, reaching, pushing, and pulling when performing tasks.
• Adequate vision, hearing, and speech required.

Sensory Requirements:

Concentrated and attentive use of one or more senses (visual, audio, and other sensory modalities) for proofreading, data entry, and tabulating data.

• Ability to operate in an environment with frequent interruptions from people and/or noises, which in return could result in some level of stress, fatigue, or strain.
• Ability to hear, understand, and distinguish speech.

Working Conditions:

Work is performed in an office setting.

Preferred Knowledge, Skills and Abilities:

• EMT certified or basic medical knowledge
• Notary of Public
• Past and present knowledge of the Fire Service (Primarily Charlotte Fire Department).

Minimum Qualifications:

High School Graduate or Equivalent and Three Years of Experience

or

2 Year College Degree and One Year Experience

or

Bachelor's Level Degree

Preferred Qualifications:

Associate’s degree in business administration; AND three to five (3-5) years of professional experience; or an equivalent combination of education, training, and experience that provides the required skills, knowledge, and abilities.

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.