What are the responsibilities and job description for the Senior Office Assistant position at City of Tamarac?
The City of Tamarac is seeking a Senior Office Assistant to provide clerical and general office support to both the Planning & Zoning and Housing Divisions of the Community Development Department:
Performs a variety of routine clerical activities for the Community Development Department. Work involves providing support to Planning and Zoning and Housing Division staff, interacting frequently with the public, and maintaining records, files, and data.
Work is performed under general supervision with limited latitude in the use of initiative. Position exercises some judgment in accordance with well-defined policies, procedures, and techniques. Reports to assigned Manager or designee.ESSENTIAL JOB FUNCTIONS
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.
Receives the public and answers questions; responds to inquiries from personnel, citizens, and others; refers to appropriate department/personnel as needed.
Answers phones and emails, per established standards and protocols, provides information or routes communication and calls to appropriate department/personnel as required.
Serves as custodian of departmental documents, records, and forms; maintains and organizes electronic systems and files; creates and distributes forms; compiles and enters data, creates spreadsheets, and generates reports.
Maintains and monitors assigned calendars for routine internal and external reporting schedules and requirements; notifies report owner of upcoming deadlines and supports the internal reporting process as assigned.
Composes, edits, and prepares a variety of correspondence, documents, presentations, brochures, news releases, informational fliers and forms, memoranda, and other material ensuring accuracy.
Sorts, opens, and/or distributes incoming and outgoing mail for personnel; inputs and updates information into designated manual and/or electronic correspondence logs.
Maintains inventories and orders office supplies and materials per established standards and procedures.
May compile data related to departmental work plans and strategic initiatives.
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.
May learn and perform the work of lower and higher-level personnel to ensure continuity of services and communication to public customers and internal activities.
Attends committee and staff meetings as assigned.
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.
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.
Maintains on-call work availability as assigned, to prepare for, respond to, or recover from a hurricane, tropical weather event, or other emergency 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. High school diploma or GED required; supplemented by one (1) or more years of clerical 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 travel independently from one city location to another or to offsite location/s.
National Incident Management System (NIMS) training is 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 OF APPLICATIONS: JANUARY 10, 2025. Subject to closing at that time, or when sufficient number of applications are received.
- Primary focus of support for the Planning & Zoning Division will include assisting customers in the intake of a variety of planning and zoning applications, submitting and routing plans through the Electronic Plan Review (EPR) system for staff review, and scheduling Development Review meetings.
- Primary focus of support for the Housing Division will include providing general housing program information to customers both in person and over the phone, assisting with the intake of housing program applications and review and tracking of application data.
Performs a variety of routine clerical activities for the Community Development Department. Work involves providing support to Planning and Zoning and Housing Division staff, interacting frequently with the public, and maintaining records, files, and data.
Work is performed under general supervision with limited latitude in the use of initiative. Position exercises some judgment in accordance with well-defined policies, procedures, and techniques. Reports to assigned Manager or designee.ESSENTIAL JOB FUNCTIONS
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.
Receives the public and answers questions; responds to inquiries from personnel, citizens, and others; refers to appropriate department/personnel as needed.
Answers phones and emails, per established standards and protocols, provides information or routes communication and calls to appropriate department/personnel as required.
Serves as custodian of departmental documents, records, and forms; maintains and organizes electronic systems and files; creates and distributes forms; compiles and enters data, creates spreadsheets, and generates reports.
Maintains and monitors assigned calendars for routine internal and external reporting schedules and requirements; notifies report owner of upcoming deadlines and supports the internal reporting process as assigned.
Composes, edits, and prepares a variety of correspondence, documents, presentations, brochures, news releases, informational fliers and forms, memoranda, and other material ensuring accuracy.
Sorts, opens, and/or distributes incoming and outgoing mail for personnel; inputs and updates information into designated manual and/or electronic correspondence logs.
Maintains inventories and orders office supplies and materials per established standards and procedures.
May compile data related to departmental work plans and strategic initiatives.
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.
May learn and perform the work of lower and higher-level personnel to ensure continuity of services and communication to public customers and internal activities.
Attends committee and staff meetings as assigned.
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.
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.
Maintains on-call work availability as assigned, to prepare for, respond to, or recover from a hurricane, tropical weather event, or other emergency 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. High school diploma or GED required; supplemented by one (1) or more years of clerical 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 travel independently from one city location to another or to offsite location/s.
National Incident Management System (NIMS) training is 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 OF APPLICATIONS: JANUARY 10, 2025. Subject to closing at that time, or when sufficient number of applications are received.
Salary : $42,197 - $44,400
