Senior Administrative Assistant

City of Lauderdale Lakes, FL; Florida; On-site; USD 50,000 - 70,000; Full time

Job summary

Lauderdale Lakes CRA is seeking a Senior Administrative Assistant to support the Department Director and CRA operations with a high degree of independence. The role involves preparing reports, coordinating capital projects, and assisting with budgets.

Strong communication, organization, and time management skills are essential. Familiarity with MS Office and email marketing is preferred; valid Florida driver’s license required.

Qualifications

• High School Diploma or equivalent required.
• Bachelor’s degree preferred in related field.
• Minimum five years’ administrative experience.
• Valid Florida driver’s license or ability to obtain within six months.

Responsibilities

• Provide administrative and project/program management support for the Department Director.
• Coordinate CRA capital projects and contract administration support.
• Prepare reports, budgets, requisitions and related documents.
• Attend meetings and prepare minutes, agendas and presentations.
• Maintain records and respond to public inquiries.

Skills

Communication skills

Organization skills

Time management

Microsoft Office

Adobe Illustrator

Adobe Photoshop

Email marketing systems

Team coordination

Education

High School Diploma

Bachelor’s degree preferred

Tools

Adobe Illustrator

Adobe Photoshop

Microsoft Office

Constant Contact

Job description

The Community Redevelopment Agency (CRA) Senior Administrative Assistant works with considerable independence within the scope of established laws, rules, regulations and procedures. Work requires the exercise of considerable judgment and application of thorough knowledge of the organization, programs and projects. Work also requires problem solving for complex issues. Continual public contact with public and private sector representatives is essential. Work involves coordination with outside consultants/contracts.

The Senior Administrative Assistant serves as an integral part of the Lauderdale Lakes team. The Senior Administrative Assistant performs work necessary to achieve the goals of the CRA and support the activities of the City of Lauderdale Lakes in alignment with the goals of the CRA. Work is performed with a high level of independence and initiation to undertake and complete important tasks.

SUPERVISION RECEIVED:

The CRA Senior Administrative Assistant works under the general guidance and direction of the CRA Executive Director or designee. The employee in this position performs highly responsible work performed in a timely manner.

• Provides a wide variety of CRA administrative and CRA project/program management support primarily for the Department Director. Analyzes information, preparing reports and developing presentations.
• Assist in coordinating the CRA’s capital projects. Provides construction contractual administration support to include contractor payment applications processing, change orders and related budgetary documents. Assist in completing regulatory applications required by the City of Lauderdale Lakes, Broward County and other agencies. Participants in on-site construction meetings; Assist in coordinating project phases, from planning to closeout of each project. Accurately records and tracks all information concerning the project.Supports the project team in pursuit of work, contract execution and financial management. Assist in the completion of projects, checklists and special reports, as needed
• Provides analytical support relating to detailed financial, statistical, budgetary and other operating procedures to devise efficient ways to accomplish goals. Reviews invoices for accuracy, works with Financial Services to reconcile payments to vendors. Prepares and processes purchase orders, requisitions, reimbursement request, budget variations and check requests.
• Processes a variety of payments pertaining to debt service, legal services, professional service, operating, capital projects, and other budgeted expenses.
• Attends CRA Meetings. Prepares and submits memorandums, presentations and agenda items for departmental meetings, board meetings and CRA/City Commission meetings. Coordinates presentations with Information Technology Division and the City Clerk’s Office. Prepares and submits meeting minutes, upon request.
• Undertakes extensive research at the request of the Department Director. Gathers information and makes recommendations based on research.
• Interacts with the public to respond to inquiries directly. Responses may be oral or written.
• Operates personal computer (PC) to type reports, prepare spreadsheets and create databases used to carry out day-to-day responsibilities. Uses the computer to create forms, newsletters, brochures and flyers. Designs announcements and coordinates communication campaigns to update business owners and residents. Distribute information through e-marketing platforms, such as Constant Contact.
• Performs a variety of operational tasks including, but not limited to, recordkeeping, sorting mail, copying documents, preparing purchase requisitions, scheduling meetings, arranging travel, submitting work orders and ordering office supplies.
• Maintains electronic and physical documents in proper order and adheres to the City Clerk’s Office guidelines for public records retention as the Department’s Public Records Representative.
• Provides current information for the Lauderdale Lakes CRA section of the website. Compiles and updates databases and information related to housing, commercial, industrial and office space.
• Compiles CRA time allocation documents and processes payroll. Responsible for ensuring employee working hours are correctly recorded for payroll purposes and that the forms submitted for approval follow the City’s guidelines.
• Handles sensitive information. Coordinates the completion and submission of statutory compliant reports. Prepares confidential correspondence and reports. Must maintain confidentiality of such information.
• Promptly notifies his/her supervisor of any and all significant events, which comes to his/her attention.
• Stays abreast of new developments and best practices to work more efficiently and effectively. Recommends innovative programming and promotion strategies to strengthen and increase the commercial tax base.
• Requires knowledge of interdepartmental coordination and specialized funding allocations.
• Interacts with a wide variety of groups and individuals including elected officials, administration, staff, residents, business owners, private sector and public sector.
• Performs any and all other tasks necessary for the successful operation of the City government and the CRA.

• Must possess a High School Diploma or equivalent. Bachelor’s degree in Urban Planning, Business Administration, Public Administration, Finance, Construction, or related field preferred
• A minimum of five (5) years’ experience in an office environment as an administrative assistant or related position with experience in project coordination.
• Must possess a valid State of Florida Driver’s License or ability to obtain one within six (6) months of employment.
• Must possess strong ability to communicate effectively, both written and verbal.
• Must possess organizational and time management skills.
• Proficiency in management software and email marketing systems is preferred.

• Knowledge of the functions of a Community Redevelopment Agency (FS Statutes Ch.163, Part III, is preferred.
• Possess Florida Redevelopment Association Redevelopment Academy - Certified Redevelopment Professional, is preferred.

• Knowledge of the principles, theories, practices and methodologies of community redevelopment.
• Knowledge of municipal policies and procedures; of personal computers and current software; and of correspondence protocol and of spelling, composition and grammar.
• Strong project and program management skills.

• Skill in planning and managing his/her own work to meet deadlines.
• Ability to demonstrate proficiency in personal computer operations, including word processing, spreadsheet development, database management, and presentation software.
• Ability to demonstrate advanced computer skills and proficiency in Microsoft Office Suite and Adobe software. Experience with Adobe Photoshop and Adobe Illustrator.

• Ability to type accurately at a minimum speed of 40 words per minute (WPM).

• Ability to establish and maintain effective working relationships with internal and external customers.
• Ability to conduct research. Ability to work independently once given an assignment and to complete it promptly and efficiently.
• Ability to assemble and analyze information and make written reports in a concise, clear and effective manner.
• Ability to provide technical guidance on unusual or complex problems or project/program issues. Reviews work for completeness and accuracy.
• Ability to conduct studies, analyze and interpret findings.
• Ability to present ideas and findings clearly in writing, orally or graphic form.
• Ability to pay attention to detail; Ability to work in a face paced work environment.