Administrative Support Spec

County of Mecklenburg, NC•Charlotte, NC

7d•$46,465 - $59,241•Onsite

About The Position

The Administrative Support Specialist provides high-level administrative, operational, and coordination support to divisional leadership within the Economic Mobility Division within the Department of Community Resources. This position plays a critical role in ensuring the efficient day-to-day operations of the division by supporting leadership with scheduling, coordination, communications, reporting preparation, and administrative processes. Working under minimal supervision, this position performs complex administrative functions requiring strong organizational skills, sound judgment, attention to detail, and the ability to manage multiple priorities simultaneously. The Administrative Support Specialist serves as a key operational support partner to divisional leadership, ensuring that meetings, communications, events, and internal processes are executed effectively and that leadership is well-prepared for internal and external engagements. This role also supports coordination across teams, programs, and partners to ensure smooth administrative operations within the division and alignment with departmental policies and procedures.

Requirements

Minimum of two years of clerical experience in the area of assignment.
Associate's degree in a related field
Combination of relevant education and relevant experience accepted.
Knowledge of administrative and clerical procedures and systems using various computer applications, managing files and records
Knowledge of principles and processes for providing customer and employee services
Knowledge of structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
Active listening and reading comprehension
Effectively communicate
Collaboration and leadership
Coordination and organization
Judgement and decision making
Time management
Adaptability: Maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusting effectively to work within new work structures, processes, requirements, or cultures
Building Partnership: Identifying opportunities and taking action to build strategic relationships between one's area and other areas, teams, departments, units or organizations to help achieve business goals
Building Trust: Interacting with others effectively to build confidence in one’s intentions and those of the organization
Collaboration: Working effectively and cooperatively with others; establishing and maintaining good working relationships
Communication: Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the information provided
Customer Focus: Ensuring that the customer perspective is a driving force behind business decisions and activities; crafting and implementing service practices that meet customers’ and own organization’s needs
Decision Making: Identifying and understanding issues, problems, and opportunities; comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints, and probable consequences
Developing Others: Planning and supporting the development of individuals’ skill and abilities so that they can fulfill current or future job/role responsibilities more effectively
Follow-up: Monitoring the results of delegations, assignments, or projects, considering the skills, knowledge, and experience of the assigned individual and the characteristics of the assignment or project.
Planning and Organizing: Establishing courses of action for self and others to ensure that work is completed efficiently
Data Entry
Intermediate use in Microsoft Office Suite
Proficient in various computer applications

Nice To Haves

Intermediate experience level with MS Office Suite products (Excel, PowerPoint, etc.)
May require a valid North Carolina or South Carolina Driver's License
May require County Driving Privileges
May require an Annual Motor Vehicle Record (MVR) check

Responsibilities

Provides high-level administrative support to the Division leadership team, including the Division Director and senior management staff.
Manages and coordinates calendars, scheduling meetings with internal staff, external partners, and community stakeholders.
Prepares leadership for meetings by assisting with logistics, materials preparation, and coordination of supporting documentation.
Tracks key follow-ups and action items from meetings and supports leadership in ensuring timely completion.
Supports preparation and organization of materials for presentations, reports, leadership briefings, and stakeholder meetings.
Assists in coordinating divisional initiatives, meetings, and special projects that require administrative planning and organization.
Supports day-to-day administrative operations of the division, ensuring processes run smoothly and efficiently.
Serves as a point of coordination for administrative processes that support divisional programming, initiatives, and operations.
Maintains organized digital and physical filing systems for divisional documents, records, and reports.
Coordinates onboarding and offboarding processes for divisional staff, ensuring access to systems, workspaces, and necessary resources.
Maintains departmental contact lists, distribution lists, and internal communication directories.
Provides administrative support during divisional planning sessions, retreats, and team meetings.
Coordinates logistics for internal and external meetings, including reserving conference rooms, coordinating materials, and supporting meeting setup.
Supports planning and coordination of events, partner meetings, and community engagements hosted by the division.
Ensures meeting spaces are prepared and equipped with necessary materials or technology.
Processes departmental payments and encumbrances using the Advantage payment system in a timely and accurate manner.
Supports monthly procurement card reconciliation and basic financial tracking activities.
Maintains documentation related to accounts payable and financial processing.
Supports administrative tasks associated with divisional budgeting and purchasing processes.
Orders and maintains office supplies and equipment, prioritizing environmentally responsible purchasing practices when possible.
Manages shared resources such as conference rooms, equipment, and County vehicles.
Ensures compliance with departmental policies related to travel, training, and administrative procedures.
Maintains and distributes departmental reports, contact lists, and administrative updates.
Provides backup administrative support to other administrative support specialists when needed.
Assists leadership and staff with special administrative projects and assignments.
Helps maintain a positive, organized, and collaborative office environment that supports staff productivity and service delivery.