Senior Administrative Assistant - Capital Projects

City of Fort Lauderdale; Town of Florida (NY); On-site; USD 60,000 - 76,000; Full time

Job summary

The City of Fort Lauderdale seeks a Senior Administrative Assistant to support management and supervise operational programs, including daily oversight of the FixitFTL requests. The role involves handling citizen inquiries and coordinating with multiple departments to improve efficiency.

Minimum qualifications include a Bachelor's degree in business or public administration and at least three years of full-time experience in administrative management, with proficiency in Word and Excel.

Qualifications

• Bachelor's Degree in business/public administration.
• Three (3) or more years of paid, full-time work experience in administrative analysis/management.
• Intermediate or higher-level proficiency in Microsoft Word and Excel.
• Preferred government experience.

Responsibilities

• Composes correspondence and memorandums; arranges conferences; interprets administrative policies; relays instructions and policy decisions.
• Identifies problems, collects data, analyzes data, and recommends changes to management.
• Prepares a variety of written documents including reports, workflow charts, and study plans.
• Provides oversight to departmental processes and coordinates with other departments on FixitFTL requests.

Job description

Senior Administrative Assistant

The Senior Administrative Assistant will assist with the implementation and supervision of operational programs and initiatives. The position will provide support to Department management as well as other administrative support tasks. In addition, the position will be responsible for the daily oversight and recordkeeping of the Fixit FTL requests. The position will work closely with the public to provide support with general customer service-related complaints and concerns.

The Senior Administrative Assistant plans, develops, analyzes, evaluates, advises on, and improves various management control systems, programs and policies, work methods and procedures. At the direction of an administrative superior, this employee may analyze and evaluate major segments of the organization and, based on study findings, develop recommendations and advice to management for the purpose of improving the effectiveness and efficiency of programs and operations management.

Under administrative direction, employee is required to exercise extensive initiative and independent judgment, and to work effectively with the public, City officials and others. Employee must also apply specialized and/or technical knowledge and experience through the interpretation and completion of administrative assignments of unusual difficulty in accordance with City and departmental rules, regulations, procedures and ordinances.

This job classification may be governed by the Personnel Rules, as it is not represented by a collective bargaining unit.

This job classification is in Management Category IV for benefits purposes, which includes Five (5) additional Management Vacation days per calendar year and a monthly expense allowance of $120.00.

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.

• As an assistant to an administrative superior or department head, composes correspondence and memorandums; arranges conferences; interprets administrative policies; relays instructions and policy and procedural decisions; acts for superior on routine matters; and may represent the superior at conferences and meetings, including contacts with outside agencies.
• Identifies problems or factors inhibiting the effective accomplishment of departmental or city-wide goals and objectives; determines requirements and scope of necessary study considering objectives and problems to be solved; collects data; analyzes data; develops alternatives and makes specific recommendations to superior; may assist in implementation of recommendations.
• Makes presentations utilizing charts, slides and other visual support devices.
• Acquires and disseminates information concerning work methods and procedures, organization, work controls and similar management functions.
• Conducts fact-finding interviews, observes operations, consults with and explains to management recommendations made for changes in work operations and other key actions proposed.
• Prepares a variety of written documents including study plans, special and regular reports, systems and organizational analysis, workflow charts, etc.
• May participate in the formulation, preparation and control of the departmental budget through the following: analyzes and reviews financial data in order to develop budget projections; consults with departmental officials regarding funding requests, organizational changes, expenditure levels, budget justifications and narratives; suggests cost-cutting alternatives; advises departmental personnel on budget problems, processes and procedures.
• Provides oversight to the FixitFTL process; manage high volume of complaints from neighbors, other governmental agencies, neighborhood associations, and other various stakeholders of the City.
• Routes and dispatches work requests to appropriate internal and external departments, ensure follow-up and close out of each FixitFTL request.
• Liaison between neighbors, HOA presidents, Broward County and city staff regarding complaints submitted through the FixitFTL system.
• Schedules and sets up internal and external meetings, takes minutes, and tracks resulting actions required.
• HR timekeeping/payroll tasks.
• May be assigned to direct various phases of departmental administrative operations.
• Performs related work as required.

MINIMUM JOB REQUIREMENTS

1. Bachelor's Degree from an accredited four-year college with major coursework in business or public administration, or a closely related field.
2. Three (3) or more years of paid, full-time work experience primarily involving one or more of the following:
   • the analysis, planning and development of programs, policies, operations, methods and/or procedures;
   • the evaluation of program and operation effectiveness;
   • the development of revised administrative practices in order to meet program, policy, organizational or legislative change,
   • to expedite work, to effect economies of time, money, personnel and equipment, or
   • to otherwise assist in the solution of administrative and management problems.
3. Additional qualifying work experience may be substituted on a year-for-year basis for the required college education.
4. Intermediate or higher-level proficiency in Microsoft Word and Excel.

PREFERRED QUALIFICATIONS

• Prior government experience
• General knowledge of transportation and multi-modal operations principles and practices
• Experience working as the direct support of a Department Director, Deputy Director, or Division Manager and for multiple people
• HR timekeeping tasks with familiarity with Kronos, UKG and INFOR systems.

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 meet 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.