Administrative Assistant I - (PLANNING) (COMMUNITY DEVELOPMENT)

City of Sunrise

Fort Lauderdale (FL)

On-site

USD 42,000 - 64,000

Full time

48 hours ago

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Benefits offered by this job

City-paid health insurance

Retirement plan

Paid holidays

Job summary

City of Sunrise is seeking a full-time Administrative Specialist to support the Planning & Zoning Board and other city departments in Sunrise, FL. The role involves coordinating meetings, recording minutes, preparing reports, and assisting with budgets while maintaining calendars and correspondence.

The ideal candidate has a high school diploma or GED, strong MS Word/Excel skills, and the ability to work Monday–Friday with occasional evening meetings and flexible hours.

Qualifications

High school diploma or GED required.
Experience in administrative support and office duties preferred.
Proficiency in MS Word and Excel and basic budgeting/record-keeping desired.

Responsibilities

Provide administrative support to assigned department and boards.
Coordinate meetings, take minutes, and transcribe notes.
Assist with budgeting, reporting, and records management.

Skills

Administrative support

Communication

Calendaring

Meeting coordination

Education

High school diploma or GED

Tools

Microsoft Word

Microsoft Excel

Tyler Munis

Job description

ABOUT OUR CITY

The City of Sunrise is more than a workplace — it’s a community built on our

Description

ABOUT OUR CITY

The City of Sunrise is more than a workplace — it’s a community built on our Three Pillars: Customer Service, Collaboration, and Transparency. We’re committed to creating an environment where innovation thrives, teamwork is celebrated, and every employee has the opportunity to grow and make a lasting impact.

As a full-service municipality and one of South Florida’s premier cities, Sunrise offers competitive salaries, comprehensive benefits, professional development opportunities, and a strong culture of recognition. Whether you’re helping residents, shaping policy, or improving city operations, you’ll be part of a team that’s passionate about service excellence and community pride.

We take pride in being home to the back-to-back NHL Stanley Cup Champion Florida Panthers, a vibrant arts and entertainment district, and a diverse community that truly embodies what it means to Live, Work, and Play in Sunrise.

Looking ahead, the City is exploring an Alternative Work Schedule designed to further support employee work-life balance — providing eligible staff with two three-day weekends per month through an every‑other‑Friday‑off model. This initiative is expected to roll out in the early part of 2026, reflecting our continued focus on flexibility and employee well‑being.

NATURE OF WORK

This classification involves performing various administrative functions in supporting staff and/or governing boards in addition to the supervisor for an assigned area of the City. An employee in this position, depending on assigned department: relieves supervisor of non-policy clerical tasks; coordinates arrangements for meetings; maintains calendars; attends, takes minutes, and/or transcribes meeting minutes; assists in budget preparation; conducts research; composes reports; handles assigned projects; and orders supplies. This position also assigns work to other clerical staff as needed; assists with inquiries; provides technical assistance to others; and delivers training to others.

Note

The work schedule for this position is Monday - Friday 9:00AM -5:00PM

This position serves as the secretary to the Planning & Zoning Board and Board of Adjustment.

This work schedule for this position will require the incumbent to work evenings beyond 5:00PM to attend meetings for the above-mentioned boards, which are typically the 1st Tuesday and Thursday of every month.

Examples of Duties

Essential Job Functions

Coordinates, manages, monitors, and analyzes assigned special projects and programs; evaluates effectiveness and efficiency; makes recommendations for improvements; and receives and resolves complaints and concerns regarding projects and programs.

Provides technical assistance to other personnel in implementing new or modified systems, methods, or procedures; prepares detailed written procedures and new or revised forms; develops plans for implementation; conducts necessary training of personnel regarding new or revised methods; and monitors and observes results achieved.

Relieves supervisor of clerical and administrative details in matters not requiring policy decisions concerning organizational activities and established policies and procedures.

Composes correspondence, reports, memoranda, forms, etc.; interprets administrative policies; relays instructions and policy and procedural decisions; and represents supervisor at conferences and meetings, including contacts with outside agencies.

Participates in the formulation, preparation, and control of department budgets through the following: compiling and analyzing financial information; coordinating the preparation of budget narratives; making budget projections; preparing budget‑related documents and charts; preparing and/or supervising preparation of budget reports; and conducting and supervising cost analysis and budget impact studies, etc.

Takes and transcribes materials from recording media; attends meetings, conferences, and governing boards as recording secretary.

Researches and compiles data from a variety of sources in connection with special reports, budget preparation, and other matters; assembles materials for supervisor’s reply to correspondence demanding personal attention

Assists in preparing drafts of rules and regulations pertinent to the entire City or to the particular department assigned; prepares a variety of written documents including study plans, special and regular reports, systems and organizational analysis, work flow charts, etc.

Receives, processes, and maintains accurate records for assigned department; assists with public record requests as assigned.

Greets visitors; answers phones; monitors visitors’ manual/electronic log; logs information in/out; answers phones; and processes department mail.

Tracks documents/activities and follows‑up in assigned areas.

Renews vehicle registrations; monitors GPS system; monitors P‑cards; makes travel arrangements; notarizes documents; and processes reimbursements as assigned.

Oversees specific tasks based on department assignment such as administering typing tests to applicants.

Orders supplies; processes purchase requisitions; and monitors administrative and specialized budgets for assigned area.

Operates and performs minor maintenance on office equipment such as copiers.

Performs related work as required.

Requirements

EDUCATION

Graduation from an accredited high school or possession of GED equivalency diploma

PROOF OF HIGHEST LEVEL OF COMPLETED EDUCATION MUST BE SUBMITTED AS AN ATTACHMENT WITH APPLICATION. (Applications without attached proof of education will not be processed for consideration.)

Experience

Reasonable work experience performing administrative functions in an office setting

Reasonable experience as an administrative assistant or Administrative Support IV with the City of Sunrise

An acceptable combination of education, training and professional experience

Experience must have included administrative support and duties such as calendaring meetings, answering multiple phone lines, composing professional email communications, taking meeting minutes, utilizing specialized software to enter invoices, requisitions, and other financial data, researching problems/issues, the exercise of judgment and discretion in presenting recommendations and solutions, and independently composing memoranda, reports, and other correspondence

Tyler Munis experience preferred

Proficiency with Microsoft Word and Excel required

Necessary Special Qualifications

Qualified candidates must successfully pass assessments in Microsoft Word, Excel and Keyboarding

Supplemental Information

Knowledge, Skills, And Abilities

Knowledge of administrative assistant methods, techniques, and procedures.

Knowledge of modern office procedures, practices, and equipment.

Knowledge of protocol and the proper order of etiquette in conducting administrative assistant activities with City and other officials.

Knowledge of the functions, processes, and principles of management.

Knowledge of the techniques and methods used in administrative analysis.

Knowledge of the organizational structures, functions, operations, objectives, and goals of municipal government.

Knowledge of appropriate laws, rules, regulations, and procedures governing City operation.

Knowledge of computer‑related terminology and of data processing equipment capabilities and limitations.

Skill in using Office and department software.

Ability to research and develop information from a variety of sources.

Ability to operate a personal computer and other office machines with accuracy and speed.

Ability to establish and revise office policies and procedures.

Ability to oversee assigned clerical staff.

Ability to prepare detailed written reports and procedures.

Ability to select and/or devise analytical techniques and methods suited to the solution of management problems.

Ability to manage projects effectively and meet deadlines.

Ability to manage multiple, high‑priority assignments.

Ability to communicate effectively and persuasively, both verbally and in writing.

Ability to establish and maintain effective working relationships with City officials, other City departments, fellow employees, supervisors, outside agencies, and the general public.

Ability to deal with competing priorities and varied responsibilities.

Ability to work efficiently and effectively to develop win‑win solutions.

Benefits Package Summary

GENERAL EMPLOYEE

HIRED ON OR AFTER 10/01/23

City‑Paid Medical Benefits

Group Health Insurance: The City pays for 100% of the cost for single coverage for full‑time employees and 66.66% of cost for Dependent/Family Coverage. Upon retirement and separation from City employment, employee receives a monthly stipend of $350 per month, applicable toward retiree health coverage.

Life Insurance: $30,000

Accidental Death & Dismemberment (AD&D): $10,000

Employee Assistance Program (EAP) through Cigna Behavioral

Retirement

Employee Contribution = 8%

Vesting = 10 Years

Normal Retirement Benefit = 2.5% of pensionable earnings for each year of creditable service

Average Final Compensation (AFC) = 3 best consecutive earning years

Maximum Benefit = 80% of AFC, not to exceed $80,000.

Normal Retirement = Age 62 and ten (10) years of creditable service

Early Retirement = Age 57 and ten (10) years of creditable service, 3% annual reduction for each year prior to normal retirement age

13th check based on monthly retirement, payable if the pension plan funding status is equal to or greater than 100%. Paid in December each year following retirement

Deferred Retirement Option Plan (DROP) = 4 years/48 months maximum

DROP Interest Rate = 4%, compounded annually

Longevity

Based on successful completion of full‑time, continuous service with the City, employee shall receive the following:

Years of Creditable Service Longevity Benefit*

10 Years 2.5%

15 Years 2.5%

20 Years 5.0%

Longevity Benefit calculated on employee’s base rate of pay

Paid Holidays

Employees receive the following City‑paid holidays:

New Year’s Day

Martin Luther King Day

Memorial Day

Juneteenth

4th of July, Independence Day

Labor Day

Veterans’ Day

Thanksgiving Day

Friday after Thanksgiving

Christmas Day

Annual Leave

Annual leave may be taken as earned after completion of (90) calendar days. Maximum accumulation each fiscal year is 290 hours. At time of resignation or retirement, employee is paid for all annual leave accrued at their current rate of pay. Annual leave is accrued based on continuous, full‑time service with the City, as follows:

Completed Months of Service Total Hours Accrued Annually

Up to and including first 60 months 96 hours/12 Days

Greater than 60 months through 120 months 136 hours/17 Days

Greater than 120 months through 204 months 176 hours/22 Days

Greater than 204 months 216 hours/27 Days

Annual Leave Cash Out

Employee can opt to receive a non‑pensionable cash payment twice per year for up to forty (40) hours of annual leave, provided accrued annual leave bank does not fall below eighty (80) hours.

Floating Holidays

Upon completion of (26) weeks of full‑time employment with the City, employee shall be entitled to utilize up to five (5) floating holidays per fiscal year. Floating holidays shall not carry over to the next fiscal year.

Perfect Attendance

For every six (6) months period (April 1 - September 30) and (October 1 - March 31) in which, no sick or unpaid leave is utilized, an employee shall receive ten (10) hours of annual leave credited. Employees who qualify for a consecutive Perfect Attendance benefit shall receive fourteen (14) hours of annual leave credited for each applicable consecutive earning period.

Sick Leave

Each employee earns (96) hours (12 days) of sick leave annually with no waiting period for use and unlimited accrual. Upon separation of City employment due to resignation, employee shall receive payment of all accrued sick leave at a rate of twenty‑five percent (25%) of the employee’s current rate of pay at time of resignation. Upon separation of employment due to retirement, employee shall receive payment of all accrued sick leave at a rate of fifty percent (50%) of the employee’s current rate of pay at the time of retirement.

Sick Leave Conversion

After completion of one (1) year of continuous, full‑time employment with the City, an employee may convert their unused portion of their first six (6) days (maximum of forty‑eight (48) hours) of accrued sick leave into annual leave. Conversions are subject to the following: A minimum of 96 unused sick leave hours accrued prior to hours being converted, total eligible sick leave hours to be converted shall be reduced hour‑for‑hour by any sick leave hours utilized during the eligible benefit period, and conversion subject to annual leave accrual cap.

Bereavement

Qualifying City‑paid Bereavement Leave as follows:

In State = Up to 3 Days

Out of State = Up to 5 Days

Tuition Reimbursement

After one (1) year of full‑time employment

100% reimbursement for a grade of A or B

50% reimbursement for a grade of C

$250 books/lab reimbursement per semester

Credit Union

We Florida Financial Bank & Credit Union – 8890 NW 44th Street, Sunrise, FL. 33351

Optional Voluntary Benefits (paid By The Employee)

Single or Family Dental Insurance Coverage

Single or Family Vision Insurance Coverage

Accident Advantage

Life Insurance Coverage

AD&D

Short Term Disability

Critical Care Protection

Cancer Protection Assurance

MissionSquare Retirement Compensation Programs

457 Deferred Compensation Plan

401(a) Governmental Purchase Plan: Newly hired

Please describe your highest level of education completed. PROOF OF THE HIGHEST LEVEL OF COMPLETED EDUCATION MUST BE SUBMITTED AS AN ATTACHMENT WITH APPLICATION. (Applications without attached proof of education will not be processed for consideration.)