ADMINISTRATIVE ASSISTANT II - CODE ENFORCEMENT

City of Plantation; Plantation (FL); On-site; USD 30,000 - 42,000; Full time

Job summary

City of Plantation is seeking a non-exempt administrative support professional to handle a range of clerical and office duties for various municipal departments. The role emphasizes records management, scheduling, and receptionist responsibilities within an office environment.

The ideal candidate has a high school diploma or equivalent and at least three years of office support experience, with strong MS Office skills and a customer-service mindset.

Qualifications

• High school diploma or equivalent; supplemented by a minimum of 3 years of office and/or administrative support experience.
• Proficiency with Microsoft Office and related office equipment.

Responsibilities

• Provides general office, administrative, and/or clerical support to the assigned department.
• Manages department record retention and filing systems.
• Coordinates and assists in budget preparation and document reviews for compliance.
• Types correspondence, reports, and other material from drafts or recordings.
• Acts as receptionist and answers routine inquiries.
• Operates standard office equipment and data processing systems.
• Schedules appointments and meetings; may serve as department timekeeper.
• Resolves routine problems and responds to inquiries.

Skills

Written and verbal communication

Customer service

Time management

Teamwork

Research

Education

High school diploma or equivalent

3 years of office/administrative support experience

Tools

Microsoft Office

Job description

This is a non-exempt position which requires the performance of a variety of clerical and administrative duties for various municipal departments of the City of Plantation.

Employees are hired as AT WILL employees that serve at the pleasure of the City and may be terminated at any time with or without cause.

Provides general office, administrative, and/or clerical support to the assigned department and/or department head.

Performs a variety of critical record management duties and manages department record retention and filing systems of relevant materials.

Plans, initiates, and completes complex administrative duties and may oversee office administration as needed.

Coordinates and assists in the departmental preparation of operating budget, requests documents reviews, and verifies budget documentation to ensure compliance with pre-established guidelines and requirements.

Types correspondence, articles, reports, statements, tabulations, purchase orders, and other material from copies, rough drafts, or voice recordings.

Prepares various routine documents, faxes photocopies, and collates materials.

Serves as a receptionist by answering routine inquiries, providing non-technical information relevant to the department, explaining well-defined departmental rules and policies, and screens and refers various office callers through the proper channels.

Operates standard office equipment, copy machines, typewriting equipment, personal computer and/or related data processing equipment.

Sorts and files correspondence, reports and other materials alphabetically, numerically or by other established classifications.

Files images forms and documents using the office filing system, and sorts and distributes incoming and outgoing mail and materials.

Coordinates logistics and travel arrangements for conferences, meetings and seminars for the assigned executive level supervisor, e.g., coordinating attendance of others at meetings, location reservations, time, directions, and assembly of subject matters and travel reservations.

Completes and processes various departmental forms.

Resolves routine problems and responds to various departmental inquiries and prepares routine correspondence.

Schedules various appointments and meetings and provides assistance for such meetings and may serve as department timekeeper.

Performs related work as required and as directed.

Knowledge of modern office procedures, practices, and equipment.

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

Knowledge of the appropriate laws, rules, regulations, and procedures governing city operation and the structure and function of various city departments.

Knowledge of departmental budget coordination and preparation.

Knowledge of business English, spelling, and punctuation.

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

Skill in computer literacy with emphasis on Microsoft Office programs.

Skill in written and verbal communication.

Skill in basic mathematical functions.

Skill in customer service.

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

Ability to maintain complex records and prepare accurate reports from such records.

Ability to prepare correspondence on routine matters and perform routine office management details without referral to supervisor.

Ability to prioritize work assignments and tasks and handle numerous objectives simultaneously.

Ability to adhere to tight schedules while maintaining work quality.

Ability to contribute and communicate effectively as a team member.

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

Education and Experience:

High school diploma or equivalent; supplemented by a minimum of 3 years of office and/or administrative support experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Licenses and Certifications:

Valid State of Florida driver’s license.

Not applicable to all positions.

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.

Work is performed in an office environment.