Senior Administrative Assistant - Parks and Recreation Finance

City of Fort Lauderdale; Fort Lauderdale (FL); On-site; USD 75,000 - 110,000; Full time

Benefits offered by this job

Vehicle allowance

Mgmt vacation days

Job summary

The City of Fort Lauderdale seeks a capable public administration professional to plan, develop, analyze and improve management control systems, programs and policies. The role involves independent judgment, interaction with city officials and the public, and applying specialized knowledge to complex administrative assignments.

Essential duties cover data collection and analysis, preparing reports and charts, assisting in budget processes, and presenting recommendations to management.

Qualifications

• 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.

Responsibilities

• Identifies problems inhibiting the effective accomplishment of departmental or city-wide goals; determines requirements and scope of necessary study; collects data; analyzes data; develops alternatives and makes recommendations to superior; may assist in implementation of recommendations.
• As an assistant to an administrative superior or department head, composes correspondence and memorandums; arranges conferences; interprets policies; relays instructions and policy decisions; acts for superior on routine matters; may represent the superior at conferences and meetings with outside agencies.
• 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 analyses, workflow charts, etc.
• May participate in the formulation, preparation and control of the departmental budget and analyze financial data to develop projections; consults with departmental officials regarding funding requests, organizational changes, expenditure levels, budget justifications and narratives; suggests cost-cutting alternatives; informs personnel on budget processes.
• May be assigned to direct various phases of departmental administrative operations.
• Performs related work as required.

Education

Bachelor’s degree in business or public administration

Master’s degree substitution for 1 year of experience

Job description

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 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.

• At the direction of an administrative superior, 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.
• 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.
• 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 analyses, 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.
• 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. Possession of a master's degree may be substituted for one (1) year of required work experience.
2. Three (3) to five (5) 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. Additional qualifying experience or completion of coursework at an accredited college or university in a job-related field, may substitute on a year-for-year basis for the required experience or education.
3. 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/)

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 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.