JOB SUMMARY

This 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 position supports processes and performs clerical duties such as filing, faxing, answering phones, and distributing mail.

ESSENTIAL JOB FUNCTIONS:

• 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.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• High school diploma or GED supplemented by college-level coursework; an associate degree is preferred.
• Three (3) years of related work experience.

Licenses, Certifications or Registrations:

• Requires a valid driver's license.
• Must obtain and maintain a City Driver’s permit.
• Prefers administrative certifications in Microsoft Office-related and applicable products.

Knowledge, Skills and Abilities:

• Knowledge of office procedures, systems, and equipment.
• Knowledge of business writing, spelling, and grammar.
• Skill in using the Microsoft Office Suite, including Excel, Word, Publisher, Outlook, and PowerPoint.
• Skill in providing customer service in addressing customer concerns.
• Skill in effectively and discreetly conveying information.
• Ability to maintain calendars and make appointments in Outlook
• Ability to work independently.
• 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.

PHYSICAL DEMANDS:

The work is light work and requires applying 10 pounds of force frequently exerting up to 20 pounds of force occasionally to move objects. Additionally, the following physical abilities are required: crouching, hearing, distinguishing among sounds, lifting, mental acuity, reaching, speaking, standing, stooping, talking, shouting above noises, visual acuity in data/ color/observations/inspections visual acuity, and walking.

WORK ENVIRONMENT:

Work is performed part of the time working in an environment where errors on this job can lead to significant physical or mental consequences for self or others. Work environment may periodically have unpredicted requirements or demands. Requires working various weather conditions; working on-call as scheduled and working after hours during the evenings or on weekends.

ADDITIONAL INFORMATION:

This job description is not intended to be and should not be construed as an inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is