Administrative Specialist – HR Core Team

Department: Charlotte Water Department

Salary: $25.00 - $38.19 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

Charlotte Water is seeking an organized, detail-oriented, and proactive Administrative Specialist to support its Human Resources team. Reporting to the Human Resources Manager, this position provides comprehensive administrative and operational support to the Human Resources Manager and administrative divisions. The successful candidate will independently manage multiple priorities and deadlines while performing a variety of administrative and technical functions, including responsibilities involving confidential and sensitive employee information. This role requires strong organizational and communication skills, sound judgment, attention to detail, and the ability to identify and resolve issues, improve administrative processes, and provide responsive customer service. The ideal candidate demonstrates initiative, professionalism, and the ability to work effectively both independently and collaboratively in a dynamic environment.

The hourly rate for this position is $27.50 - $30.54 commensurate with experience.

MAJOR DUTIES AND RESPONSIBILITIES:

• •Provide comprehensive administrative support to the Human Resources Manager and administrative divisions, exercising independent judgment to prioritize assignments, coordinate activities, and ensure timely completion of work.
• •Process weekly payroll for administrative divisions, ensuring accurate and timely data entry, reviewing payroll information for discrepancies, resolving issues, and maintaining confidentiality of employee information.
• •Coordinate and schedule interviews and other recruitment activities, communicate with candidates and hiring teams, prepare materials, and participate on interview panels as needed.
• •Administer education reimbursement processes, including reviewing submissions for completeness and compliance with applicable policies, coordinating approvals, maintaining accurate records, and communicating with employees regarding reimbursement requirements.
• •Coordinate and support onboarding activities for new hires, ensuring required documentation, communications, system access, and other administrative requirements are completed accurately and timely.
• •Manage and reconcile P-Card transactions, reviewing transactions and supporting documentation for accuracy and compliance, resolving discrepancies, maintaining records, and coordinating with appropriate personnel as needed.
• •Manage the HR Inbox, monitoring and prioritizing incoming requests, responding to routine inquiries, directing matters to the appropriate staff, and ensuring timely follow-up and resolution.
• •Assist with the review, development, and updating of departmental policies, procedures, forms, and administrative processes to ensure information remains accurate, current, clear, and consistent with organizational requirements.
• •Identify opportunities to improve administrative processes and workflows, recommend practical solutions, and assist with implementing improvements that increase efficiency, accuracy, and customer service.
• •Maintain accurate and confidential HR records and documentation in accordance with applicable records management, retention, and confidentiality requirements.
• •Support HR projects and initiatives, coordinating assignments, tracking deadlines and deliverables, researching information, preparing documentation, and providing status updates as needed.
• •Provide professional and responsive customer service to employees, managers, applicants, and other stakeholders, exercising discretion and sound judgment when addressing questions or sensitive matters.
• •Perform other related duties and special projects assigned.

KNOWLEDGE, SKILLS & ABILITIES:

• •High level of confidentiality, discretion, professionalism, and sound judgment when handling sensitive information.
• •Strong organizational, prioritization, time-management, and multitasking skills with the ability to work independently.
• •Demonstrated initiative, self-direction, accountability, and ability to anticipate administrative needs.
• •Strong problem-solving, critical-thinking, resourcefulness, and decision-making skills.
• •Ability to identify opportunities for process improvement and develop practical, creative solutions to administrative challenges.
• •Excellent verbal and written communication skills with the ability to produce clear, concise, accurate, and professional documentation.
• •Strong attention to detail and ability to maintain accuracy when processing data, payroll, financial transactions, records, and documentation.
• •Proficiency in Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint) and ability to learn and effectively use HR and administrative systems.
• •Knowledge of records management, retention, and information-handling practices.
• •Ability to work effectively with a diverse workforce while maintaining a collaborative, customer-service-oriented approach and professional demeanor.
• •Ability to adapt to changing priorities, frequent interruptions, and dynamic work environments while maintaining composure and productivity.

PREFERRED QUALIFICATIONS:

• •Experienced with Workday and Kronos systems
• •Associate’s degree in Human Resources, Business Administration, or a related field

MINIMUM QUALIFICATIONS:

• •High School Graduate or Equivalent
• •At least one (1) year of administrative or human resources experience
• •Valid North Carolina or South Carolina driver's license
• •Ability to obtain and maintain a City of Charlotte driver’s permit
• •Must report in the office five (5) days

Physical Requirements:

• •Must be able to perform tasks requiring talking, hearing, seeing, and repetitive motions
• •Physical demands include sitting, standing, walking, and light to moderate lifting
• •Occasional crouching, stooping, reaching, pushing, or pulling
• •Ability to work in environments with moderate noise and frequent interruptions
• •Adequate vision, hearing, and speech required

Sensory and Working Conditions:

• •Frequent data entry and proofreading require focused attention
• •Ability to handle interruptions and maintain composure in a dynamic environment
• •Work is performed indoors with occasional exposure to external environmental conditions
• •Frequent use of computers, phones, and other office equipment

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 ve