Assistant To Director - CIP

Responsible for performing advanced professional administrative and confidential support for the Public Works Department - specifically the Capital Improvement Projects Division - including its managers, supervisors, and other staff Assists the CIP Manager and his/her designee(s) in all aspects of the administrative functions of the department. Work involves overseeing high-level administrative operations of the department. Serves as liaison to and supports various internal and exterior groups including such entities as state and local granting and regulatory agencies. Works under limited supervision, with considerable latitude for the use of initiated and independent judgment.

ADA REQUIREMENTS: Individual's sensory modalities (vision and hearing) and physical capabilities (ambulation, strength, coordination, dexterity, range of motion) must be suffice to perform the Essential Functions of the position. •    Handles or distributes customer service complaints, answers questions, and responds to requests and trouble reports for:

• external customers such as residents, business owners, contractors and vendors, and other governmental agencies and regulatory entities
•  internal customers such as city officials, other departments and department heads, and management and employees within the department

•    Compiles documentation, research issues, and writes highly detailed reports, memos and letters to be distributed externally and internally, in an accurate, professional and timely manner.
•    Coordinates internal and external group meetings, schedules appointments, and coordinates special events on behalf of the Director.
•    May also be required to manage or oversee various vendor contracts such as janitorial services, pest control, office supplies, equipment maintenance, bottled water etc.
•    Administratively oversees weekly department payroll, processes purchase orders and invoices for the department, coordinates contract reviews and facilitates the movement of contracts through the legal and budget processes.
•    Makes travel arrangements for the Director.
•    Is responsible for departmental records management activities, including the maintenance of the retention schedule for the department; coordinates the destruction of documents that are past their retention period.
•    Tracks and monitors work orders and uses the data within the work order system to research issues, validate the labor rates and the like, for the department.
•    Adds items to the City Council Agenda online for the Director to review and assists in the preparation of documentation that supports the agenda item. May also participate on advisory boards and commissions.
•    Provides technical guidance and advice on administrative matters to agency executives, management, or other staff.
•    Develops, reviews, and communicates administrative policies, procedures, standards, and methods.
•    Communicates agency objectives, tasks, and decisions to staff on behalf of an executive.
•    May also be required to supervise and direct the work of part-time administrative staff.
•    Performs other related job duties as assigned. 

• Associate’s Degree  or equivalent in Business or Public Administration; and three (3) years of experience; or an equivalent combination of education and experience.  
• Possession of a valid, State of Florida driver’s license to operate a motor vehicle.  Requirement exists at the time of hire and as a condition of continued employment.  

•    Must be computer literate with proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
•    Strong communication skills required, including fluency in English (oral and written).
•    Considerable knowledge of departmental operations, and city policies and procedures, including procurement and finance procedures.
•    Ability to use independent judgment and discretion in all aspects of the job, including judgment in difficult and crisis situations.
•    Knowledge of the principles and practices of supervision and personnel management/administration, including knowledge of training methods.
•    Ability to handle multiple projects simultaneously and use good judgment in prioritizing work assignments, including the ability to ensure accurate and efficient completion of assignments.
•    Ability to communicate effectively, tactfully with public and staff.
•    Ability to apply attention to detail in reviewing and preparing necessary reports.
•    Ability to analyze problems and implement corrective action.
•    Ability to organize, prepare, process, and maintain the required reports, records, documents, and related information.
•    Must possess great organizational, management and human relation skills.
•    Must communicate effectively orally, in writing and electronically. Bilingual communication skills a plus.
•    Knowledge of local government operations, policies and plans, and modern office practices and procedures.
•    Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
•    Skill in using computers for data entry, word processing, and/or accounting purposes.
•    Skill in the use of small office equipment, including calculators, copy machines or multi-line telephone systems.
•    Skill in effective communication, both orally and in writing.
•    Ability to meet and deal with employees and the public in an effective and courteous manner.
•    Ability to get along with others, and work effectively with the public and co-workers.
•    Ability to deal with confidential and sensitive matters.
•    Ability to use computers for data entry, word processing, and/or accounting purposes.
•    Ability to work independently, work well with others, and manage time effectively. 


PHYSICAL DEMANDS:  The work is medium work. Must be physically able to lift 10 pounds and physically exert up to 10 pounds of force. Must be able to frequently lift, carry, push, pull, or otherwise move objects. Individual’s sensory modalities (vision and hearing) and physical capabilities (ambulation, strength, coordination, dexterity, range of motion) must be sufficient to perform the Essential Functions of the position. Additionally, the following physical abilities are required: 

•    Fingering: Picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling.
•    Grasping: Applying pressure to an object with the fingers and palm.
•    Handling: Picking, holding, or otherwise working, primarily with the whole hand.

WORK ENVIRONMENT:  Work is performed primarily indoors, away from harsh chemicals and hazardous materials. 

Salary : $50,608 - $75,913