What are the responsibilities and job description for the COMMISSION AIDE - TEMPORARY position at City of Tamarac?
Performs routine to complex clerical and administrative activities supporting the daily operations of either the Mayor or a City Commissioner. Work involves keeping official records, providing administrative support, coordinating schedules for meetings, external affairs and events, developing a variety of correspondence and public communications materials, conducting research, and completing projects. Interacts frequently with the public, and elected officials, and external agency representatives; handles highly sensitive and confidential matters.
Work is performed under general supervision with moderate latitude in the use of initiative. Position relies on experience and exercises some judgment in accordance with well-defined policies, procedures, and techniques. Reports to the assigned Elected Official.
The essential functions listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Staff may also perform other duties as assigned.
Executes special projects assigned by elected officials, including entering citizen requests in the electronic system, drafting proclamations, and planning elected official sponsored events.
Answers phones and emails, providing information or routing and directing calls to appropriate department/personnel as required.
Conducts research pertaining to proclamations; drafts and/or prepares proclamations required for the City Commission meeting agendas; distributes materials as required and coordinates with recipients to attend Commission meetings.
Gathers data and correspondence relevant to assigned agenda items, conducts research and provides updates and summaries to prepare individuals for meetings as appropriate.
Manages Elected Official’s social media accounts and public communications, including but not limited to, drafting and initiating social media posts, messages, and updates, Tam-A-Gram articles, scripts, podcasts, and panel questions and answers.
Coordinates and/or schedules and attends meetings, including during evening hours as necessary; submits electronic documentation and tracking information for issues identified at meetings and received via Elected Official’s emails requiring follow up from elected officials.
Participates in a variety of meetings, recording notes, maintaining action registers, completing necessary forms and documents, and drafting or coordinating the creation of promotional flyers, correspondence, and sponsorship requests; coordinates, as appropriate, with external entities including but not limited to Homeowner Associations (HOAs), community partners, and event sponsors.
Attends the events and programs sponsored / hosted and attended by elected officials, including but not limited to, external events, proclamation deliveries, charitable contribution presentations; takes pictures for public relations and community engagement initiatives and communications.
Provides accurate and thorough information regarding city activities and events, including those involving the Mayor and City Commission.
Prepares documents, files, and packets for various meetings; reserves rooms and facilities for meetings and coordinates arrangements, room set up, audio visual requirements, and catering as necessary.
Monitors calendars and regularly reviews, briefs, and reminds Elected Officials of their schedules, action items, and commitments.
Composes, prepares, edits, and proofreads a variety of professional, official, confidential, and legal correspondence, reports, memoranda, including but not limited to, agenda packets for meetings, PowerPoint presentations, public notices and legal advertisements, constituent responses, and digital or printed marketing and promotional materials.
Maintains and creates electronic files and records, including when working out of multiple office locations; uploads and scans a variety of correspondence, documents, and forms to appropriate electronic filing systems; inventories files in accordance with records retention policies, forwarding designated files to long-term storage; tracks items requiring a response or action from other departments.
Coordinates tracking systems for departmental record-keeping; updates logbooks, assigns tracking numbers, and monitors status to ensure timely completion; reviews progress, files, and notes, discussing issues with appropriate department leader/personnel.
Processes various applications for services; uploads to electronic filing system; monitors application status to ensure deadlines are met.
Prepares and reconciles expenditures for the annual budget; enters information into the applicable financial software, escalating any identified issues to appropriate leaders; recommends and or develops proposed updates to the (annual) budget.
Processes accounts payable and receivables; reconciles and processes requisitions, purchases and work order requests.
Coordinates travel arrangements for assigned Elected Official pertaining to meetings, trainings, and conferences; processes all travel expense reports accordingly.
Sorts, opens, and/or distributes incoming and outgoing mail for assigned Elected Official; inputs and updates information into designated manual and/or electronic correspondence logs.
Maintains inventories and orders office supplies and materials.
Receives and responds to public inquiries, by phone, email, and in person, coordinating responses on behalf of the assigned elected official as directed.
May assist with the Customer Request Tracking System (CRT or equivalent) for new requests; reviews and answers routine on-line requests with accurate information and in a timely manner; identifies and notifies appropriate internal personnel for complex requests and issues requiring escalation.
Gathers contact information for new charitable organizations added to the charitable organizations database.
Adheres to all city and public health and safety guidelines and protocols; performs job functions in a safe manner and reports all safety hazards per established policies and procedures.
Oversees and tracks part-time, temporary staff hours assigned to elected official.
Acts as a conduit between the elected official and the part-time, temporary staff.
Maintains quality communication and interaction with all city personnel, representatives from external organizations, and the public to maintain goodwill toward the city and to project a positive city image.
Demonstrates behaviors that support the City’s Vision and Values.
Maintains on-call work availability as assigned, to prepare for, respond to, or recover from a hurricane, tropical weather event, or other emergencies to meet the city’s obligation to remain operational before, during, and after the event; duties assigned may or may not be typical of the job and are contingent upon the needs of the city and the residents because of the event.
Establishes and maintains effective working relationships with those interacted with during work regardless of race, color, religious creed, national origin, ancestry, sex, sexual orientation, gender identity, age, genetic information, disability, political affiliation, military service, or diverse cultural and linguistic backgrounds.
Supervisory Responsibilities
This position has no supervisory responsibilities.
Pay and Bargaining Status
This is a non-exempt position pursuant to the Fair Labor Standards Act and is paid on an hourly basis, issued bi-weekly, and is subject to overtime pay in accordance with the terms of the current City of Tamarac Personnel Manual. This position is excluded from the collective bargaining agreements between the City of Tamarac and the Federation of Public Employees and between the City of Tamarac and the Local 3080, Metro-Broward Professional Fire Fighters, IAFF.
High school diploma or GED required; supplemented by two (2) years of clerical or administrative support experience; or an equivalent combination of education, certification, training and/or experience.
Required Certifications and Licenses
May be required to possess and maintain a valid State of Florida Driver License and the ability to drive a city owned vehicle per established policies, procedures, and safety guidelines.
National Incident Management System (NIMS) training will be required (and sponsored) according to job duties and responsibilities.
NOTE: Job description, minimum qualifications, and the standards required to perform the essential functions are detailed in the official job description. The City of Tamarac is a drug-free workplace. Recommended candidates must pass a pre-employment drug screening prior to appointment, as appropriate. An eligible veteran or spouse of veteran shall receive preference in the selection process as provided for in the Florida Statutes. To obtain veteran’s preference, a candidate MUST submit a copy of a DD-214, Certificate of Discharge, or Statement of Eligibility with their application.
FIRST REVIEW: April 10, 2025. Subject to closing at that time, or when sufficient number of applications are received.
BENEFITS: This position does come with limited benefits such as medical, dental, vacation, sick, personal, and 457(b) as well as additional limited benefits.
Salary : $25
