Administrative Assistant - Florida

Supports a department by performing administrative services. Assists management with administrative tasks such as tracking and compiling information of interest. Prepares various reports detailing the administrative information handled by the position. Reads and answers correspon ...

Job description

Supports a department by performing administrative services. Assists management with administrative tasks such as tracking and compiling information of interest. Prepares various reports detailing the administrative information handled by the position. Reads and answers correspondence. May handle confidential information.

In accordance with Article 24 of the Collective Bargaining Agreement between the City of Fort Lauderdale and Teamsters Local Union 769, for posting purposes this open-competitive job posting shall be considered as a simultaneous internal and external posting (it is open to both internal City employees and external applicants).

ESSENTIAL JOB FUNCTIONS

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.

• Provides responsible and complex administrative and clerical duties in support of an assigned area of responsibility
• Processes and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from rough draft or verbal instruction; may independently compose correspondence related to assigned responsibilities
• Maintains a calendar of activities, meetings and various events; coordinates activities with other City departments, the public and outside agencies
• Screens office and telephone callers; provides front counter assistance, including accepting applications providing information, or accepting payments; respond to and resolve complaints and requests for information on policies, procedures, systems and precedents relating to assigned responsibilities
• Attends a variety of meetings; prepares and compiles agenda packets; takes and prepares minutes; transcription; disseminates information, as appropriate
• Maintains detailed and accurate records; provides, creates and submits reports as required
• May prepare and maintain payroll for assigned division
• Maintains department filing, records and rosters; develops, implements and modifies filing systems
• Operates a variety of office equipment including copiers, facsimile machine and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing
• Maintains inventory of supplies; obtains estimates for ordering purposes; orders supplies as needed; ensures compliance of policies and procedures
• Prepares a variety of documents for the purchase of supplies and equipment
• Performs related work as required

JOB REQUIREMENTS, PREFERENCES & WORK ENVIRONMENT

MINIMUM JOB REQUIREMENTS

• Have successfully completed at least two (2) years of college coursework in business administration, public administration or a related field from an accredited college.
• One (1) to three (3) years performing intermediate administrative work. 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.
• If claiming Veteran's Preference, candidates must attach a DD214 Member 4 form.

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.

HOW TO APPLY & SUPPLEMENTAL INFORMATION

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. If claiming Veteran's Preference, candidates must attach a DD214 Member 4 form.

The City of Fort Lauderdale offers a comprehensive benefits package to all regular full-time employees including vacation, holiday, and sick leave as well as medical, dental, vision, life and short-term disability insurance.