Administrative Specialist II

City of Dania Beach; Florida; On-site; USD 42,000 - 54,000; Full time

Job summary

The City of Dania Beach is seeking an Administrative Assistant II to join the Community Development team. The role provides administrative support to the department and assists the public, handling calendars, records, and correspondence.

Ideal candidates have at least two years of full-time administrative experience, a high school diploma, and strong communication skills. Government experience is preferred; this is a full-time on-site position in Broward County.

Qualifications

• Minimum two years of full-time administrative support experience.
• High School Diploma or equivalent.
• Experience handling public records and meetings is a plus.

Responsibilities

• Supports department staff with calendars, meetings, and correspondence.
• Answers calls and assists the public at the front desk.
• Prepares reports, agendas, minutes, and board packages.
• Maintains files, logs, and budgeting records for the department.
• Processes records requests and manages confidential information.
• Liaisons with other departments and external agencies as needed.

Skills

Administrative support

Customer service

Communication

Time management

Education

High School Diploma or equivalent

Tools

New World System

MS Office

Database systems

Job description

Join the Dania Beach Team and Make a Difference!

Are you ready to contribute to a thriving community in one of South Florida's most dynamic cities? Dania Beach, Broward County’s first city, is undergoing a renaissance, and we’re looking for motivated and passionate individuals to join our team. Discover the unique charm and pioneering spirit that defines our City.

Position Summary

The City of Dania Beach is committed to employing a talented and diverse workforce. We are currently seeking an Administrative Assistant II to join our dynamic Community Development team. The ideal candidate is responsible for providing administrative assistance to the department and assistance to members of the public. Performs moderately complex administrative and technical support work of considerable variety and complexity requiring advanced administrative skills in office systems technology. The incumbent is responsible for a broad working knowledge of established procedures, departmental guidelines, legal requirements, and regulatory standards applicable to the work. Work includes coordination of various schedules, calendars, projects, and programs of the assigned unit. Work may include the handling of matters that may be of a sensitive and otherwise confidential nature, and may also require considerable interaction with outside agencies, administrative officials, and the public.

• Updates information in the New World System or equivalent software.
• Processes public records requests.
• Answers incoming calls, responding to citizen complaints, sorts and distributes division's incoming mail.
• Generates a wide variety of correspondence, memos, agendas, minutes, board packages, permits, orders, requisitions, resolutions, reports, manuals, budgets, and other relevant materials appropriate to assigned department.
• Attends public meetings, assists other planning staff as appropriate and service as board clerk.
• Compiles, prepares, and distributes daily/weekly/monthly/annual reports, legal notices, invoices, and other relevant materials of the department.
• Arranges calendars and coordinates schedules for meetings, interviews, travel, equipment repair and service, and department functions.
• Receives and reviews various reports, plans, and forms for the purpose of verifying accuracy, and ensures necessary copies of pertinent documents are made and distributed to appropriate entities as directed.
• Establishes and maintains department logs, budget(s), records maintenance procedures, and filing systems to ensure efficient department operations.
• Processes various correspondence and forms that may be of a confidential or sensitive nature, e.g., personnel forms, invoices, work orders, purchase orders, requisitions, and applications.
• Performs computer-related tasks requiring broad working knowledge of a wide variety of standard computer applications, e.g., word processors, database systems, spreadsheet programs, report presentation packages, calendar schedulers, electronic file maintenance and City programs.
• Performs skilled administrative and technical tasks requiring use of standard automated office systems, e.g., computers, telephones, facsimile machines, photocopiers, calculators, adding machines, postage machine and folding machine.
• Functions as liaison between supervisors, professional staff, department heads, other departments, and outside agencies, gathering and relaying information as needed.
• Provides high level customer service relating to inquiries, concerns and complaints from the public; provides resolution or directs to the appropriate department/entity.

What's required: (Minimum Requirements)

• High School Diploma or its equivalent.
• Minimum of two (2) year of full-time, progressively responsible administrative support experience

What's preferred: (Desired Requirements)

• Four (4) year of full-time, progressively responsible administrative support experience.
• One (1) year experience working in a governmental agency, in a highly responsible administrative position.