To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.
JOB SUMMARY
Under general direction, provides highly responsible and advanced administrative support for the Utilities Department and City Engineer's office. Employees in this classification are responsible for complex administrative and clerical duties that support efficient operations, quality customer service, and continued workflow for the area of assignment. Work includes the ability to multi-task in a fast-paced environment, exercising considerable independent judgment and initiative in responding to and resolving internal and external issues.
ESSENTIAL JOB FUNCTIONS (examples, not all-inclusive)
The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Creates and establishes procedures, forms, and filing systems to improve efficiency in administrative operations.
• Prepares, maintains, or monitors complex departmental documentation with accuracy for adherence and processing according to prescribed standards, e.g., City Commission agenda items, contracts, agreements, operating policies and procedures, regulatory standards, descriptive statistics, etc.
• Drafts letters/memorandums and follow-up on routine matters, prepares and processes personnel-related documents and forms, and prepares supervisors' monthly minutes.
• Maintains complex filing systems that support efficient retrieval and comprehensive audit trail for functional areas of responsibility.
• Processes tasks associated with sensitive or confidential issues, exercising appropriate discretion in all communication matters.
• Performs advanced administrative support duties in maintaining complex records and documentation for the functional areas of responsibility.
• Generates and prepares complex departmental reports according to prescribed schedules and regulatory reporting requirements, e.g., weekly, monthly, quarterly, and annually.
• Generates moderately complex correspondence and related communications documentation; ensures adherence to prescribed standards of business English, grammar, and diction.
• Creates, maintains, and coordinates scheduling and work processes applicable to department operations; ensures efficient coordination of inter-departmental activities and projects.
• Performs moderately complex accounts maintenance activities specific to the area of assignment, e.g., processing fees and payments, calculating fees/charges, preparing the budget, tracking budgetary activities, and preparing payroll time records.
• Develops, recommends, and implements (upon approval) new policies and procedures when applicable to work processes to improve operations, etc.
• Performs research involving independent judgment and initiative to resolve or address operational matters applicable to areas of responsibility.
• Manages and files various correspondence, documents, requests, and other forms/materials from various regulatory agencies.
• Coordinates and assists the City Engineer's office in preparing, where applicable, and managing various documents including, but not limited to, plans, developer's agreements, regulatory forms, and project closeout documents for City Commission approval.
• Schedules and maintains the Utility Director's calendar. Reviews and sorts incoming/outgoing mail.
• Schedules, coordinates, prepares meeting materials, reserves venues, and invites participants, etc.
• Punctuality and regular attendance are essential functions of this position.
• Must be available to work during emergencies for extended periods, if required.
• Performs other duties as directed.

QUALIFICATIONS
Education and Experience:
High school diploma or equivalent. Three (3) to five (5) years of experience with at least two (2) years as an administrative specialist or equivalent position in a related field, or an equivalent combination of education, training, and experience. Additional qualifying experience or completion of coursework at an accredited college or university in a job-related field may substitute on a year-for-year basis for one year of the required experience or education. Possess or be able to obtain a valid State of Florida driver's license by the date of hire.
Knowledge, Skills, and Abilities:

• Knowledge of customer service principles in application to effective and courteous communications.
• Knowledge of the use and operation of modern office technologies, e.g., facsimile machines, photocopiers, personal computers, and calculators.
• Knowledge of the use and application of standard computer software packages, e.g., Emails, word processors, spreadsheet applications, PowerPoint, etc.
• Ability to apply mathematical calculations in budgetary/accounting-related functions or preparation.
• Ability to respond to, research, develop, and recommend effective solutions to various complex issues applicable to functional areas of responsibility.
• Ability to multi-task in various areas of administrative support in a fast-paced environment.
• Ability to communicate effectively in both oral and written formats.

PHYSICAL/MENTAL DEMANDS
Tasks involve the ability to exert light physical effort in sedentary to light work, which may involve lifting, carrying, pushing, and pulling of objects and materials of lightweight (5-10 pounds). Tasks may involve extended periods at a keyboard or workstation. Work is performed in usual office conditions with rare exposure to disagreeable environmental factors.
WORKING CONDITIONS
General office setting: frequent interruptions and many deadlines to meet.
The City of Cooper City, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
The above job description reflects the general information deemed necessary to convey the primary functions of the job and shall not be construed as a detailed description of all the work requirements inherent to the position.
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.