ADMINISTRATIVE ASSISTANT II - CODE ENFORCEMENT

City of Plantation, Florida; Plantation Gardens (FL); On-site; USD 40,000 - 55,000; Full time

Job summary

The City of Plantation, Florida, is seeking a non-exempt Administrative Assistant to provide general office, administrative, and clerical support across municipal departments.

You will manage record retention, coordinate budget documents, handle correspondence, greet visitors, schedule meetings, and assist with travel arrangements, requiring a high school diploma and at least 3 years of office experience, with a Florida driver’s license.

Qualifications

• High school diploma or equivalent required.
• Minimum of 3 years of office/administrative support experience.
• Knowledge of modern office procedures and equipment.

Responsibilities

• Provide general office, administrative, and clerical support to the assigned department.
• Maintain and manage department record retention and filing systems.
• Prepare routine documents, correspondence, and reports.
• Greet visitors and handle receptionist duties and inquiries.
• Coordinate travel arrangements and logistics for meetings and conferences.
• Assist in preparing operating budget documentation and ensure compliance with guidelines.
• Schedule appointments and support department timekeeping as needed.

Skills

MS Office

Written communication

Customer service

Data entry

Organization

Education

High school diploma or equivalent

3+ years office/administrative experience

Tools

Microsoft Word

Excel

PowerPoint

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.

Work is performed in an office environment.