Administrative Assistant (Zoning and Landscaping)

City-of-Fort-Lauderdale,-Fl; Fort Lauderdale (FL); On-site; USD 42,000 - 54,000; Full time

Job summary

The City of Fort Lauderdale's Zoning and Landscaping Division seeks an Administrative Assistant to support management with administrative tasks, reports, calendar management, and front-line inquiries. The role requires handling confidential information and coordinating with multiple departments.

Responsibilities include preparing minutes, maintaining records, payroll for the division, filing systems, and assisting with special projects.

Qualifications

• Two years of college coursework in business/public administration or related field.
• Three years intermediate administrative work in zoning, planning, building, construction, or permitting.
• One year experience with boards.
• One year experience coordinating special projects.
• Additional coursework may substitute on a year-for-year basis.
• Veterans’ preference requires supporting documents per Florida statutes.

Responsibilities

• Provides responsible and complex administrative and clerical duties in support of an assigned area of responsibility.
• Processes and proofreads reports, letters, memoranda, and statistical charts; types from rough draft or verbal instruction; may compose correspondence.
• Maintains a calendar of activities and coordinates with departments, the public and outside agencies.
• Screens office and telephone callers; front counter assistance; respond to and resolve inquiries on policies and procedures.
• Attends meetings; prepares agenda packets; takes minutes; disseminates information as appropriate.
• Maintains detailed records; creates and submits required reports; may prepare payroll for the division.

Skills

Exceptional communication

MS Office proficiency

Support to supervisors/managers

Organizational skills

Independent project coordination

Drafting correspondence

Collaborative attitude

Education

Two years of college coursework in business/public administration or related field

Tools

Microsoft Office

Job description

The Zoning and Landscaping Division seeks an Administrative Assistant due to a recent promotion.

The Administrative Assistant supports our department by performing administrative services. They assist management with administrative tasks such as tracking and compiling information of interest, preparing various reports detailing administrative information, reads and answers correspondence, and sometimes handles 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. Three (3) years performing intermediate administrative work in Zoning, Planning, Building, Construction, or Permitting.

3. One (1) year experience working with Boards.

4. One (1) year experience coordinating special projects.

5. Additional qualifying experience or completion of coursework at an accredited college or university may substitute on a year-for-year basis of the required experience or education.

6. 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 Florida Department of Veterans' Affairs. link: https://floridavets.org/benefits-services/veterans-preference/

PREFERRED QUALIFICATIONS

1. Exceptional verbal and written communication skills

2. Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)

3. Experience providing high-level support to supervisors and managers

4. Strong organizational and time-management skills with attention to detail

5. Proven ability to work independently and lead special projects

6. Skilled in drafting correspondence and other professional communications

7. Proactive, high-energy professional with a positive and collaborative attitude

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.

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.