Senior Administrative Assistant - Maintenance and Traffic (MOT)

City-of-Fort-Lauderdale,-Fl; Fort Lauderdale (FL); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Vehicle allowance

Management vacation days

Job summary

City of Fort Lauderdale is seeking a Senior Administrative Assistant to support MOT operations within the Transportation and Mobility Department. The role handles intake, documentation, workflows, data reporting, and customer service for applicants, contractors, and project managers.

Requirements include a Bachelor's degree and at least three years of relevant experience, strong MS Office skills, and familiarity with Accela. This is a classified, full-time position with comprehensive benefits.

Qualifications

• Bachelor's degree in business/public administration or related field.
• Minimum 3 years of paid, full-time admin program support or similar experience.
• Proficiency in Word, Excel, Outlook, and PowerPoint.
• Veterans' preference information included in application requirements.

Responsibilities

• Intake, review, and verify MOT applications and documentation.
• Review, process, and approve closures; publish updates to GIS systems.
• Serve as primary contact for applicants, contractors, and project managers.
• Coordinate MOT needs for city projects and events; ensure compliance with standards.
• Research and investigate MOT operations and permitting matters.
• Prepare and support public records requests per Florida statutes.

Skills

Office proficiency

Communication

Analytical thinking

Education

Bachelor's degree in business/public administration

Master's degree substitution for experience

Tools

Accela

GIS

Job description

Under the direction of the MOT Administrative Supervisor, the Senior Administrative Assistant provides advanced administrative, analytical, and customer service support to the Maintenance of Traffic (MOT) operations within the Transportation and Mobility Department. The role performs complex tasks related to application intake, document verification, approval workflows, and coordination with internal divisions, contractors, applicants, and project managers.

Employees are required to exercise extensive initiative and independent judgment, and to work effectively with the public, City officials and others. Employees 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 position requires strong initiative, specialized knowledge of temporary traffic control standards, and the ability to assist in improving operational efficiency and process flow.

This is a classified position covered by the Personnel Rules.

This is a Management Category IV position which includes five (5) additional Management Vacation Days and a Vehicle Allowance of $120/month.

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.

• Intake, review, and verification of Maintenance of Traffic (MOT) applications and required documentation.
• Review, process, and approve partial and shoulder closures; publish approved closures and updates to GIS systems.
• Serve as the primary point of contact for applicants, contractors, project managers, and internal divisions submitting MOT plans.
• Coordinate MOT-related needs for City projects and special events; provide guidance to ensure compliance with City standards.
• Research and investigate matters related to MOT operations, permitting compliance, submitted documentation, and related City needs.
• Complete and support public records requests, including gathering documents, reviewing records, ensuring compliance with Chapter 119 Florida Statutes, and coordinating responses with the City Clerk’s Office.
• Provide customer service via telephone and email, assisting neighbors, contractors, project managers, and internal staff with MOT requirements, corrections, processing steps, and general inquiries.
• Generate, analyze, and report operational data regarding MOT activities, project status, workload trends, and workflow efficiency.
• Develop, refine, and implement work methods, templates, approval tools, and internal workflow improvements.
• Compose professional correspondence, interpret administrative policies, and provide procedural guidance to staff and stakeholders.
• Provide technical assistance regarding corrections needed for approval and use of City software platforms, including Accela.
• Utilize advanced proficiency in office and software tools to perform a wide variety of administrative, analytical, and customer service functions.
• Perform related duties as assigned.

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. Possession of a master's degree may be substituted for one (1) year of required work experience.
2. Must possess at least three (3) years of paid, full-time work experience in administrative program support, process evaluation, workflow development, or operational analysis.
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 Office applications, including Word, Excel, Outlook, and PowerPoint.
5. 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/)

PREFERRED QUALIFICATIONS:

• General knowledge of FDOT Temporary Traffic Control (TTC) Standards.
• General knowledge of Transportation Roadway Plans and related operational requirements.
• Bilingual proficiency preferred.
• Knowledge and experience using Accela permitting or workflow software.
• Prior experience in government operations or transportation-related administrative functions.

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.

Applicants who qualify will be subject to an extensive selection process and screening program, which may include, but not be limited to evaluation of training and experience; written test; interview; employment record, background check; medical examination; and drug screen. The expected duration of the selection process varies by position.

The City of Fort Lauderdale is an Equal Opportunity, affirmative Action, inclusive employer and a Drug Free Workplace. The City of Fort Lauderdale does not discriminate based on age, citizenship status, color, disability, marital status, national origin, race, religion, sex, or sexual orientation. Veterans' preference per Florida law.