What are the responsibilities and job description for the Administrative Office Coordinator position at City of Delray Beach, FL?
Job Description
Veterans' Preference Applies
EEO Statement
The City of Delray Beach does not discriminate on the basis of race, color, national origin, sex, religion, age or disability, marital status, family status or sexual orientation in employment or the provision of services
The City of Delray Beach is a Non-Tobacco Workplace. The City will not consider applicants who have used tobacco or nicotine products for a period of at least three months prior to application for employment. The definition of "tobacco or nicotine products" includes but is not limited to, cigarettes, cigars, chewing tobacco, pipes, snuff, e-cigarettes and nicotine patches or gum.
This is an administrative position of moderate complexity to support the Development Services Director and the department, requiring strong organizational skills to coordinate, oversee and monitor a wide variety of procurement contracts and agreements, professional and technical services agreements, memoranda of understanding and similar documents ranging from routine to complex. This work involves advanced office management and coordination of services monitoring contract processing procedures and activities, reviewing contract requests and proposals Work is performed under the supervision of the Development Services Director or designee.
Essential Job Duties
The following duties are normal for this position. The omission of specific statements of duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
- Answers telephones and operates other office machines.
- Acts as board secretary for one or more boards (Historic Preservation, Board of Adjustment, Site Plan Review and Appearance, Planning & Zoning); requires attending periodic night meetings, coordination of agendas, and preparation of minutes as required
- Responsible for file management – electronic and paper – for Planning & Zoning Division
- Performs data entry and file preparation for new application submissions;
- Coordinates the update of the weekly staff meeting agendas
- Prepares courtesy notices, project notifications and legal advertisements for planning projects as needed by the planning staff. Coordinates with the City Clerk's office as needed
- Assists with public records requests; performs research and retrieval of records.Assists in the preparation and maintenance of department records.
- Fosters positive employee relations and employee morale on a City-wide basis.
Minimum Qualifications
- Graduation from an accredited two-year college with an Associate degree in Accounting, Economics or Business Administration
- Three (3) years or more experience in budgeting and/or moderately complex accounting work.,
Or
- High School Diploma or GED certificate.
- Five (5) years or more of verifiable work experience involving staff assistance and advanced clerical support.
And
- Must have a State of Florida Notary Public or acquire within 60 days of employment.
- Requires demonstrated ability to utilize personal computer and office software such as MS Word, MS Excel and MS Outlook
Knowledge of business English and spelling. Knowledge of office practices and procedures. Ability to understand and follow oral and written instruction. Ability to make arithmetic computations and tabulations accurately and with reasonable speed. Skills in typing accurately. Skill in the use of data input equipment. Ability to work on projects independently. Ability to follow written and verbal directives. Skill at interpersonal relationships. Knowledge of business English, spelling and punctuation, in order to prepare documents and compose letters, etc. Knowledge of the Department's and City's policies, procedures, practices and codes (if required). Ability to operate a PC, keyboard, computer or mouse. Ability to communicate using speaking, hearing and visual skills. Ability to analyze a variety of administrative problems and to make sound recommendations. Ability to supervise and schedule clerical staff. Ability to manage and prioritize routine, specialized and complex assignments and problems utilizing knowledge acquired through prior education, training, and experience. Ability to communicate effectively in oral and written form. Ability to adapt to an evolving and continually improving environment.
The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies, be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful and courteous manner when engaged in any activity with the public; operate and care for equipment to manufacturer's specifications and/or within the specified parameters; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues.
A comparable combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position, may be substituted for the minimum qualifications.
Supplemental Information
Physical Demands/Work Environment:
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. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk, kneel, bend, stoop and stand. The employee must occasionally lift and/or move up to 15 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Ability to sit at a desk and view a display screen for extended periods. Work inside in an office environment.
SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job change
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. The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel, or operate objects, tools, or controls, and reach with both hands and arms. The employee is occasionally required to walk, kneel, bend, stoop and stand. The employee must occasionally lift and/or move up to 15 lbs. Specific vision abilities required by this job include close vision and the ability to adjust focus. Ability to sit at a desk and view a display screen for extended periods. Work inside in an office environment.
SELECTION GUIDELINES: Formal application, rating of education and experience; oral interview and reference check; job related tests might be required. The job description does not constitute an employment agreement with the employer, and requirements of the job change
