What are the responsibilities and job description for the Administrative Specialist I (Part-Time) position at City of Hollywood, FL?

Salary : $18.99 - $28.87 Hourly

Location : Hollywood, FL

Job Type : Part-time

Job Number : 2025-005

Department : PRCA Administration

Opening Date : 10 / 09 / 2024

Closing Date : 2 / 6 / 2025 11 : 59 PM Eastern

The Position

Come to a City that Builds Careers! As one of the largest cities in Broward County, the City of Hollywood provides an energetic, innovative and collaborative work environment for its employees. Want Top Notch Insurance? We offer low cost health insurance giving you the best value - Medical, Dental, Vision and Flexible Spending Plans. Need Work Life Balance? We have got you covered with a 4-Day Work Week and an Award Winning Wellness Program. And We Don't Stop There. The City of Hollywood provides a generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave. Repaying Student Loans? Employees at the City with 10 years of public service and on-time payments qualify for the Federal Student Loan Forgiveness Program. Let's Partner Together and Come Grow with the City of Hollywood. Apply Now!

For more information about this position and our competitive pay, benefits package and pension plan, refer to this job posting or our City website at .

New Hourly Rate Starting October 14, 2024, w ill be $19.56 - $29.74

JOB SUMMARY :

This is varied, responsible clerical work. Employees in this class are responsible for the performance of moderately difficult tasks requiring the exercise of judgment, initiative and discretion in the application of proscribed procedures and in handling non-routine administrative matters. Work involves the taking and transcription of oral dictation. Duties may include the daily coordination of office activities. Work assignments are normally learned in a short period of time. Supervision is received from an administrative superior who gives general instructions as to assignments and reviews work upon completion and through conference.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES :

Types letters, reports and forms; composes and types routine correspondence and statistical data; proofreads materials; takes and transcribes dictation; utilizes computer equipment to input and retrieve information, and prepare correspondence.
Operates recording equipment and takes notes at advisory board meetings; transcribes and prepares drafts of proceedings.
Establishes and maintains relatively complex files; compiles and tabulates data.
Arranges meetings; maintains appointment schedule.
Greets and screens callers and visitors; responds to inquiries; directs citizens to proper authorities.
Processes applications; opens and distributes mail; requisitions supplies.
Provides guidance and assignments to clerical employees.
Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
Performs related work as required for this position description only.

The Requirements

EDUCATION / EXPERIENCE :

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required :

High School Diploma or GED equivalent, plus two (2) years responsible clerical experience, or an equivalent combination of training and experience. Demonstrated ability to type at a rate of 45 corrected words per minute.

Preferred :

Graduation from an accredited college with an Associate's Degree in Business Administration, Public Administration, or closely related field

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

CERTIFICATES, LICENSES, REGISTRATIONS :

Background Check : Must have an acceptable background record

KNOWLEDGE, SKILLS, ABILITIES :

Considerable knowledge of business office procedures and equipment.

Considerable knowledge of business English and arithmetic.

Knowledge of municipal functions and resources.

Skill in the operation of a variety of office equipment.

Ability to develop, install, and communicate clerical procedures from general instructions.

Ability to understand and follow complex oral and written instructions.

Ability to make simple computations with speed and accuracy.

Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.

PHYSICAL DEMANDS :

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert in excess of 25 pounds of force occasionally and / or in excess of 10 pounds of force frequently, and / or in excess of 5 pounds of force constantly to move objects. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT :

Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs. Some fieldwork may be required in the community.

The Examination

Required Education and Background Information : Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and / or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.

Veteran's Preference : The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the

Additional Information

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.

EMPLOYMENT OF RELATIVES : The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions :

The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;

The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;

The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

As of 12 / 15 / 2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.

REASONABLE ACCOMMODATION : The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.

All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).

The City of Hollywood is an Equal Opportunity / Equal Access Employer.

SUMMARY OF BENEFITS FOR PART-TIME EMPLOYEES

Regularly scheduled non-seasonal part-time employees who average at least thirty (30) hours or more of work per week shall be eligible for the following benefits :

All regular part time employees who average at least 30 hours per week shall accrue paid vacation following their employment anniversary date. Employees shall accrue vacation leave as follows :

up to seven (7) completed years 60 hours

more than seven (7) but less than ten (10) completed years 84 hours

more than ten (10) but less than fifteen (15) completed years 108 hours

more than fifteen (15) but less than twenty (20) completed years 120 hours

twenty (20) completed years and above 150 hours

After completion of the first full year of service, vacation time accrued as of September 30th of each year is to be utilized during the following 15 months. Cash payment in lieu of unused vacation shall be made only upon termination of employment or upon approval of the City Manager.

Part-time employees who average 30 hours or more per week are paid six (6) hours per holiday :

New Year's Day Martin Luther King, Jr.'s Birthday President's Day Memorial Day

Juneteenth Independence Day Labor Day Veteran's Day

Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day

New Year's Eve

Part-time employees who average 30 hours or more per week accrue six hours (6) per month in sick leave accruals. The hours paid to the employee will be the number of hours that the part-time employee was scheduled to work on the date they called in sick.

Part-time employees who average 30 hours or more per week will receive 12 hours each fiscal year of use-it-or-lose-it time off in recognition of the importance of mental health well-being.

Bereavement leave is provided for the demise of an immediate family member. Part-time employees will receive one work week with compensation based upon the average hours worked in the previous 13 weeks.

Employees will receive longevity compensation added to their base salary for the following continuous years of service with the City :

5 years of service 5%

10 years of service 3%

12.5 years of service 2.75%

15 years of service 2%

Part-time employees who average 30 hours or more per week will receive a (non-matching) City contribution to a Nationwide deferred comp 457 plan in the amount of $1,000.00 to be paid annually on the employee's anniversary date of hire. (Employee must enroll in a 457 to receive).

Part-time employees who average 30 hours or more per week and families shall be provided the option of coverage in the City's health insurance plans. The City will contribute 80% of the premium for employees electing single or dependent coverage on the OAP plan and the employee will be responsible for contributing 20% of the premium; The City will contribute 100% of the premium for employees electing single coverage on the OAPIN plan. For employees adding dependents, the City will contribute 90% toward the premium and the employee will be responsible for contributing 10% of the premium. For 2024, the biweekly rates are as follows :

Enrollment Tier | Medical OAP | Medical OAPIN

Employee Only | $110.08 | $64.08

Employee 1 | $274.76 | $82.35

Employee 2 or More | $538.41 | $167.34

Part-time employees who average 30 hours or more per week shall have the option to purchase vision coverage through payroll deductions. Three plans are offered.

Enrollment Tier | VSP Option 1 | VSP Option 2 | VSP Option 3

Employee Only | $2.36 | $3.87 | $4.44

Employee 1 | $4.73 | $7.73 | $8.87

Employee 2 or More | $7.61 | $12.45 | $14.28

Employees will receive from the City a "use it or lose it" Health Reimbursement Account annually. The amount to the employee is determined by the employee's medical enrollment status or if no coverage is elected then it will default to the lowest level. The level of the City contribution will be reevaluated once a year. The levels are : Single or no coverage = $400; Employee plus one = $600; and Employee plus two or more = $1000. In addition, the employee may establish and contribute to a Flexible Spending Account.

Regularly scheduled non-seasonal part-time employees who average more than 15 hours per week but less than thirty (30) hours of work per week shall be eligible for the following benefits :

All regular part time employees who average at least 15 hours per week but less than 30 shall accrue paid vacation following their employment anniversary date. Employees shall accrue vacation leave as follows :

up to seven (7) completed years 40 hours

more than seven (7) but less than ten (10) completed years 56 hours

more than ten (10) but less than fifteen (15) completed years 72 hours

more than fifteen (15) but less than twenty (20) completed years 80 hours

twenty (20) completed years and above 100 hours

Part-time employee who average more than 15 hours per week but less than 30 hours per week are paid 4 hours per holiday :

New Year's Day Martin Luther King, Jr.'s Birthday President's Day Memorial Day

Juneteenth Independence Day Labor Day Veteran's Day

Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day

New Year's Eve

Part-time employees who average 15 hours per week but less than 30 shall accrue four hours (4) per month in sick leave accruals. The hours paid to the employee will be the number of hours that the part-time employee was scheduled to work on the date they called in sick.

Part-time employees who average 15 hours per week but less than 30 will receive 8 hours each fiscal year of use-it-or-lose-it time off in recognition of the importance of mental health well-being.

Part-time employees who average 15 hours per week but less than 30 will be provided a supplement insurance product in the amount not to exceed $500.00.

Employees will receive longevity compensation added to their base salary for the following continuous years of service with the City :

5 years of service 5%

10 years of service 3%

12.5 years of service 2.75%

15 years of service 2%

All part-time employees may enter a Deferred Compensation Program through payroll deduction.

All part-time employees have the option of joining the Sun Credit Union.

All part-time employees have the option of participating in payroll Direct Deposit.

All part-time employees are eligible to participate in the City's Work / Life Assistance Program offering a wide range of services and support.

All part-time employees may have access the City's fitness facility free of charge.

IMPORTANT NOTICE -This document 'BENEFITS SUMMARY' is intended only as a summary of some of the benefits employees may be entitled to as an employee of the City of Hollywood. This is NOT a legal document, does NOT represent any guarantees, and is subject to change at any time. Continued eligibility for part-time benefits is reviewed periodically in accordance with applicable City Administrative policies and bargaining unit contracts.

Which best describes your level of education?

High School Diploma / GED

Some College

Associate's Degree

Bachelor's Degree

Master's Degree

Doctoral Degree

How many years of experience do you have providing secretarial / administrative support to an Executive, Director, Manager or Department / Division?

No Experience

Less than 2 years

2 - 3 years

4 - 5 years

6 - 7 years

8 - 9 years

10 years

Describe your experience providing secretarial / administrative support to an Executive, Director, Manager or Department / Division. "See Resume" is not an acceptable response. If not applicable, put "NA".

Does your secretarial / administrative support experience include working in a local, state or federal government setting?

Strong writing skills will be essential to completion of assignments for this position. Describe the different types of correspondence you have prepared and for what purpose (i.e., letters, memos, reports, minutes, etc.).

In this position you may work on multiple tasks / assignments with competing deadlines and frequent interruptions. What resources would you use to successfully manage your workload?

In this position you may handle confidential and sensitive information. Give an example of when you maintained the confidentiality of information while completing a task.

Providing exceptional customer service is a primary function in this position. Give an example in which you responded to inquiries and requests from the public and / or employees while ensuring compliance with policies and procedures.

Identify secretarial / administrative duties you have performed using the checklist below.

Customer service (walk-in, etc.)

Heavy phones (multiple lines)

Maintain calendar (schedule appointments, meetings, conferences, etc.)

Prepare meeting agendas

Take, transcribe and distribute meeting minutes

Compose correspondence (memos, letters, etc.)

Mass mailing using mail merge

Prepare reports and charts from data

Create spreadsheets in Excel

Proofread documents for accuracy and completeness

File / Records Management

Order office supplies

Make travel arrangements

Process payroll

Manage department budget

None

Which best describes your skill level in Microsoft Office software packages (Word, Powerpoint, Excel, Outlook, etc.)?

No Experience

Beginner

Intermediate

Advanced

Expert

How many corrected words per minute can you type?

Less than 25 WPM

25 - 35 WPM

35 - 45 WPM

45 - 55 WPM

55 - 65 WPM

65 - 75 WPM

75 - 85 WPM

85 WPM

Required Question

Salary : $1,000 - $50,000

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