Administrative Officer

Charlotte is America’s Queen City, a diverse and inclusive community where residents, businesses, and visitors thrive. The City of Charlotte delivers quality public services to promote safety, health, and quality of life for all residents.

About the role

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, serving over 330,000 customer accounts and employing over 1,100 people. The service area includes the City of Charlotte, Mecklenburg County, and the towns of Huntersville, Cornelius, Davidson, Mint Hill, Matthews, and Pineville.

The Administrative Specialist Senior provides comprehensive administrative and HR support to the Engineering Division, serving as a key resource for division leadership and employees. This role coordinates payroll, recruitment support, travel and procurement activities, and divisional events. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while maintaining confidentiality and delivering exceptional customer service. This position reports to the Chief Utilities Engineer.

Responsibilities

• Provide day-to-day administrative support to the Engineering Division and its employees.
• Serve as a primary point of contact for employee questions and administrative needs.
• Order and maintain office supplies, manage mailroom upkeep, and coordinate vendor services.
• Process payments for professional registrations, certifications, memberships, lump-sum payments, and other divisional expenses.
• Assist with travel arrangements and procurement card (P-Card) transactions, ensuring compliance with organizational policies.
• Communicate organizational and HR policy updates to division leadership and employees.
• Assist with employee recognition programs and initiatives.
• Coordinate divisional meetings, events, and employee engagement activities.
• Process weekly payroll accurately and in accordance with established deadlines.
• Coordinate employee onboarding and offboarding activities, ensuring a seamless employee experience.
• Process employee certifications, certification incentive/lump-sum payments, and termination documentation.
• Respond to employee questions regarding benefits and direct employees to appropriate resources.
• Maintain employee records and ensure the accuracy of HR-related documentation.
• Assist with recruiting activities, including screening employment applications.
• Coordinate and schedule candidate interviews with hiring managers.
• Participate on interview panels as the Human Resources representative to support fair and consistent hiring practices.
• Support hiring managers throughout the recruitment and selection process.
• Perform other related job duties as assigned.

Requirements

• High school diploma or GED from an accredited school.
• Three (3) years of related business administration experience.
• Valid NC/SC Driver’s License; ability to obtain and maintain a city driver’s permit.
• This position requires working in the office a minimum of four (4) days per week.

Skills

• Experience providing administrative support in a fast-paced business environment.
• Knowledge of HR processes, including payroll, recruitment, onboarding, offboarding, benefits administration, and employee records management.
• Strong organizational, time management, and multitasking skills with exceptional attention to detail.
• Excellent verbal and written communication skills with the ability to interact professionally with employees at all levels.
• Proficiency with Microsoft Office Suite; Workday experience is strongly preferred.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive information.

Physical Demands

The work is classified as light work, requiring the ability to apply 10 pounds of force frequently and up to 20 pounds of force occasionally. The following physical abilities are required:

• Manual dexterity
• Perceiving sounds at normal speaking levels and distinguishing among sounds
• Kneeling
• Mental acuity
• Repetitive motion
• Speaking and expressing ideas by spoken word
• Shouting above noises
• Visual acuity for data, color, observations, and equipment inspections
• Standing, stooping, and walking

Pay

$33.43 - $37.13 per hour, commensurate with experience.

Benefits

The City of Charlotte provides a comprehensive benefits package to eligible employees. Learn more about the City of Charlotte’s benefits.