Administrative Assistant - Parks and Recreation

City-of-Fort-Lauderdale,-Fl; Fort Lauderdale (FL); On-site; USD 42,000 - 58,000; Full time

Job summary

City of Fort Lauderdale is seeking an administrative support specialist to assist management with clerical tasks, prepare reports, maintain records, and handle confidential information as needed. The role requires two years of college coursework in business/public administration and 1–3 years of intermediate admin experience, with attention to accuracy, organization, and customer service.

The position also involves calendar management, front desk duties, document processing, and coordination

Qualifications

• Two years of college coursework in business administration, public administration or related field.
• 1–3 years performing intermediate administrative work.
• Veterans’ Preference requires military separation papers (DD214) and disability documentation as applicable.

Responsibilities

• Provides administrative and clerical duties in support of an area.
• Processes and proofs reports, letters, and charts; may draft correspondence.
• Maintains calendar; coordinates with departments and outside agencies.
• Screens callers; front counter duties; respond to information requests on policies and procedures.
• Attends meetings; prepares minutes; transcription; disseminates information.
• Maintains detailed records; creates and submits reports as required.
• May prepare and maintain payroll for the division.
• Maintains filing systems; inventory; orders supplies.
• Operates office equipment; inputs data; manages files.
• Performs related work as required.

Skills

Administrative support

Calendar management

Record keeping

Payroll experience

Education

Two years college coursework in business/public administration

Tools

Microsoft Office

Payroll software

Job description

Supports a department by performing administrative services. Assists management with administrative tasks such as tracking and compiling information of interest. Prepares various reports detailing the administrative information handled by the position. Reads and answers correspondence. May handle confidential information.

In accordance with Article 24 of the Collective Bargaining Agreement between the City of Fort Lauderdale and Teamsters Local Union 769, for posting purposes this open-competitive job posting shall be considered as a simultaneous internal and external posting (it is open to both internal City employees and external applicants).

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position.

• Provides responsible and complex administrative and clerical duties in support of an assigned area of responsibility
• Processes and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from rough draft or verbal instruction; may independently compose correspondence related to assigned responsibilities
• Maintains a calendar of activities, meetings and various events; coordinates activities with other City departments, the public and outside agencies
• Screens office and telephone callers; provides front counter assistance, including accepting applications providing information, or accepting payments; respond to and resolve complaints and requests for information on policies, procedures, systems and precedents relating to assigned responsibilities
• Attends a variety of meetings; prepares and compiles agenda packets; takes and prepares minutes; transcription; disseminates information, as appropriate
• Maintains detailed and accurate records; provides, creates and submits reports as required
• May prepare and maintain payroll for assigned division
• Maintains department filing, records and rosters; develops, implements and modifies filing systems
• Operates a variety of office equipment including copiers, facsimile machine and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing
• Maintains inventory of supplies; obtains estimates for ordering purposes; orders supplies as needed; ensures compliance of policies and procedures
• Prepares a variety of documents for the purchase of supplies and equipment
• Performs related work as required

MINIMUM JOB REQUIREMENTS

1. Have successfully completed at least two (2) years of college coursework in business administration, public administration or a related field from an accredited college.
2. One (1) to three (3) years performing intermediate administrative work. Additional qualifying experience or completion of coursework at an accredited college or university in a job-related field, may substitute on a year-for-year basis for the required experience or education.
3. To claim Veterans’ Preference, candidates must attach to the application a copy of military separation papers (DD214) and service‑connected disability documentation (if applicable) to meet eligibility requirements as stipulated by Florida Statues. For additional information, please refer to the Florida Department of Veterans' Affairs. (link: https://floridavets.org/benefits-services/veterans-preference/)

As public servants, employees may be required to work immediately before, during, and/or after an emergency. All employees must be available and able to work assigned shifts as determined by their Department Heads.

PHYSICAL STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

The position is generally sedentary. Employees sit most of the time, but may walk or stand for brief periods of time.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The City of Fort Lauderdale receives a high volume of applications, so not every applicant who meets the minimum qualifications will be guaranteed an interview. Candidates are selected for interviews based on how closely their education and work experience match the specific requirements of the position.

Applicants will be subject to an extensive selection and screening process, which may include, but not be limited to evaluation of training and experience; written; oral and performance-based testing; skills assessment; interview; employment check, background investigation; medical examination; and drug screen. For Public Safety positions, the process additionally includes polygraph examinations and psychological evaluations. The expected duration of the selection process varies by position.

All applicants, including current City of Fort Lauderdale employees, need to fully detail their work experience on the employment application. Applicants must ensure that all required documents submitted are in a format that is acceptable, clear, and legible. It is the applicant’s responsibility to update their online profile with accurate personal information, work history, education, and certifications each time they submit a new application. Incomplete applications may result in disqualification.

The City of Fort Lauderdale is an Equal Opportunity, Veteran’s Preference Employer and Drug Free Workplace.

For technical support with your application, contact GovernmentJobs.com (link: GovernmentJobs.com) from 9 am to 9 pm EST, Monday to Friday, at [phone] or email [e-mail]. (link: [e-mail])