Administrative Assistant II - Public Works

Starting Salary For Position Is Within $54,243.60 - $58,400 Annually Dependent On Qualifications 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 https://www.governmentjobs.com/careers/hollywoodfl .

JOB SUMMARY:
Under direction of a department or office director or the top executive of the organization, performs advanced clerical and diverse administrative work.  Extensive knowledge of the department and excellent keyboard skills are crucial to this position.  Duties include a variety of specialized secretarial tasks and heavy public contact work.  The incumbent may supervise four to ten (4 - 10) office support staff.  Incumbents have broad latitude in decision making and can answer most policy questions without review by a superior.  Work is reviewed through conferences and written reports for results obtained.
 
(Serves in a Confidential capacity to Police Chief; Director of Financial Services; Fire Chief; Director of Public Utilities; Director of Public Works; Director; Parks, Recreation & Cultural Arts; Director, Planning & Development Services; Assistant City Manager; Director, Office of Human Resources and Risk Management; Director, Information Technology; Director, Office of Parking & Intergovernmental Affairs; and Director, Public Affairs & Marketing)

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Approves the requisition of supplies and equipment; prepares budgets and payroll; checks operating reports for accuracy and conformance to policies and standards; updates publications.
• Composes, edits, and prepares correspondence, invoices, statements, permits, reports and other departmental documents including correspondence and proposals related to the collective bargaining and negotiation process.
• Serves in a supportive role to the Department/Office Head regarding the preparation of correspondence and reports related to the collective bargaining process.
• Operates a computer, photocopier, printer, calculator, microfiche, facsimile machine, or typewriter.
• Designs and maintains specialized filing systems, document or library collections; maintains appointment calendar; coordinates special projects or committees as directed by superior.
• Responds to telephone or in-person inquiries; greets the general public, contractors, and city officials; answers various inquiries personally; provides information on departmental services and functions.
• Directs research, collection and compilation of data for administrative and annual reports, agendas, bulletins, questionnaires, agreements, plans, and documents.
• Supervises, assists, trains and directs clerical personnel; schedules and reviews the work assignments of department staff.      
• Develops and revises office procedures; recommends hiring, discipline, and promotion actions; approves overtime, sick leave, and vacations.
• Acts as liaison between the departments’ superior and subordinates, and the general public.
• 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.

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 and some college coursework; supplemented by six (6) years of progressively responsible departmental work experience or a Bachelor’s Degree in Business Administration, Public Administration or related field and one (1) year of extensive departmental experience; or an equivalent combination of training and experience.  Experience must include the use of computers and standard software applications such as Word, Windows and Excel. Excellent keyboard skills at a rate of 60 WPM corrected as directed by departmental needs.

Preferred:
Bachelor's Degree or college level course work in business, public administration, computer applications or any related field; an equivalent combination of training and experience.
 
Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.
 
CERTIFICATES, LICENSES, REGISTRATIONS: 
Administrative Assistant/Secretarial Certifications, Certified Professional Assistant Certification, Microsoft Word Microsoft Excel and Microsoft Outlook, AICP, LEED AP, AIA, Notary Public License.

• Valid Driver’s License: With proof of automobile insurance 
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

KNOWLEDGE, SKILLS, ABILITIES: 

• Knowledge of modern office terminology, methods, practices and procedures.
• Knowledge of modern information systems, spreadsheets, database management and software.
• Knowledge of departmental and municipal rules, regulations, policies, and procedures.
• Knowledge of modern management practices and principles.
• Skill in the operation of modern office equipment.
• Skill in preparing and working within the constraints of a budget.
• Ability to understand and follow complex oral and written instructions.
• Ability to ensure confidentiality in matters related to the collective bargaining process.
• Ability to establish and maintain effective working relationships with fellow employees, superiors, subordinates, contractors, city officials and the general public.
• Ability to make complex decisions and interpretations in accordance with established rules, policies, and procedures.
• Ability to direct and supervise a group of subordinates in a manner conducive to full performance and high morale.
• Ability to communicate information tactfully and impartially.
• 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 up to 50 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require the use of fingers or hands to manipulate objects such as picking, gripping, or pressing. 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.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.
 
Examination: Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.
 
You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.
 
Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.
 
Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.
 
Special Accommodation and Communication Needs: The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination.
 
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 Florida Department of Veterans' Affairs.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.

Salary : $54,244 - $86,790