Administrative Specialist

Thank you for your interest in joining the team that keeps Charlotte moving, at a very exciting time for our organization. At the Charlotte Area Transit System (CATS), we’re committed to delivering safe, reliable, and innovative transit services for our growing community, and we value employees who bring professionalism, passion, and a commitment to public service.

This position is currently employed by CATS, a department of the City of Charlotte. With the passage of the PAVE Act and last year’s sales tax referendum, CATS is preparing to transition from a City department to the newly created Metropolitan Public Transit Authority (MPTA). The MPTA was established to strengthen regional transit governance, improve accountability, and support long‑term investment in mobility. It’s an important and exciting step forward for transit in our region.

Employees hired into this role will remain City employees through December 31, 2026, and will transition to MPTA employment on January 1, 2027. Benefits and compensation will follow City provisions through 2026 and shift to MPTA provisions in 2027, with clear information shared in advance. Your core duties, reporting structure, and daily responsibilities will remain consistent, with no break in service. If anything delays the transition, your City employment, including compensation and benefits, will remain in place until the move to the MPTA occurs.

The creation of the MPTA positions us for a more modern, sustainable, and efficient transit system, one that can better support the Charlotte region for decades to come. We’re excited about what’s ahead and appreciate your interest in being part of it.

SUMMARY

Major Duties and Responsibilities:

Administrative & Clerical Support

• Provides general administrative support to the Director of Mobility and Mobility Division staff.

• Screens calls, visitors, mail, and inquiries; responds to routine questions or directs issues to appropriate staff.

• Types, edits, and processes letters, memoranda, reports, minutes, and other documents from drafts or verbal instructions.

• Maintains organized and accurate filing systems, records, and documentation.

• Handles confidential information in accordance with City and CATS policies.

• Assists with preparing presentations and meeting materials.

Scheduling & Coordination

• Schedules meetings, conference calls, and internal appointments.

• Coordinates logistics for division meetings and small events, including room setup and participant notifications.

• Tracks follow‑up items and ensures materials are prepared ahead of scheduled activities.

Customer Service & Communication

• Provides courteous and professional customer service to staff, vendors, and external partners.

• Responds to routine inquiries and assists with general information requests related to Mobility operations.

• Communicates effectively with internal departments to support administrative workflows.

Financial & Budget Support

• Prepares purchase requisitions and monitors order status.

• Assists with maintaining budget tracking spreadsheets.

• Reconciles financial transactions and organizes supporting documentation in the designated financial system.

• Supports project‑level budget updates by entering data, checking for accuracy, and maintaining records.

Office Operations

• Maintains office supplies, equipment needs, and inventory for the Mobility Division.

• Supports onboarding tasks for new staff (badge requests, workspace setup, basic orientation materials).

• Performs miscellaneous administrative tasks as assigned to support division operations.

Knowledge, Skills and Abilities:

• Ability to communicate effectively with staff, vendors, and customers.

• Strong attention to detail and accuracy.

• High ethical standards and ability to maintain confidentiality.

• Ability to work independently within established procedures.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Strong verbal and written communication skills.

• Ability to maintain spreadsheets and work in multiple databases.

• Basic understanding of budget tracking and financial reconciliation.

• Ability to work collaboratively across department lines.

Minimum Qualifications:

Requires high school graduation/GED with three years of experience or Associates degree with one year experience of administrative assistant experience supporting multiple managers, preferably supplemented by college-level courses in a related field, extensive computer skills (Microsoft Office Suite) in a fast-paced, customer-service driven environment.  Computer and typing proficiency exams will be required for the final candidate.  Must be able to pass a pre-employment drug test, a criminal background check, DMV report, and be eligible for a City Driving Permit.

Preferred Qualifications:

Workday experience

Experience with processing invoices, payroll & travel experience. 

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 Careers@ci.charlotte.nc.us

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.