City of Fort Lauderdale, FL
Administrative Assistant-Distribution and Collection
City of Fort Lauderdale, FL, Fort Lauderdale, Florida, us, 33336
Salary:
$23.65 - $36.66 Hourly
Location :
Fort Lauderdale, FL
Job Type:
Full Time
Job Number:
TM005-63
Department:
Public Works
Division:
66AA Distribution and Collection
Opening Date:
11/22/2024
Closing Date:
11/29/2024 11:59 PM Eastern
POSITION SUMMARY
This job classification is included within the bargaining unit represented by Teamsters Local Union 769 and therefore is subject to the terms and conditions of the Collective Bargaining Agreement between the City of Fort Lauderdale and Teamsters Local Union 769.
The City of Fort Lauderdale employees possess a passion for public service demonstrated by a high degree of enthusiasm, self-reliance, and job proficiency. They effectively convey the vision and mission of the organization and provide excellent service and satisfaction to our internal and external customers.
Supports a department by performing administrative services. Assists management with administrative tasks such as tracking and compiling information of interest. Prepares various reports detailing the administrative information handled by the position. Reads and answers correspondence. May handle confidential information.
ESSENTIAL JOB FUNCTIONS
Provides dispatch service by answering telephones and responding to inquiries, assisting internal and external customers with inquiries, documents and equipmentIdentify customers' needs, clarify information, research every issue and provide solutions and/or alternativesPerforms a variety of clerical duties by filing, entering information into databases, generating and submitting reports,
and processing journal entriesVerifies accuracy and completeness of all data/information received, and researches and provides verification on information requestsOperates a computer in transferring/transcribing/composing variousFrequent dissemination of important information to internal employees in a timely and accurate mannerOperates a computer in transferring/transcribing/composing various documentationReceives and reviews invoices, reports, forms and applications and distributes copies to appropriate personnelMaintains detailed and accurate records; provides, creates and submits reports as requiredAssists Public Works Utilities Finance department through orders placed internally through employeesPreparation of documents for use on the city website and city used applicationsOperates a variety of office equipment including copiers, computers, phones, and facsimile machinesEnsure databases/systems are noted appropriately with caller requests and required data is enteredFollow communication "scripts" when handling different topicsMeet key performance metrics for the assigned area of responsibilityMaintain knowledge of current information including but not limited to policies, procedures, systems and precedents relating to assigned responsibilitiesSupport training and onboarding of new dispatch staffReceives and processes incoming invoicesPrepares and disseminates informational bulletins and memorandumsResolve escalated customer service inquires and issues via telephone and emailPerforms related work as required
JOB REQUIREMENTS & WORK ENVIRONMENT
This job classification is included within the bargaining unit represented by Teamsters Local Union 769 and therefore is subject to the terms and conditions of the Collective Bargaining Agreement between the City of Fort Lauderdale and Teamsters Local Union 769.MINIMUM JOB REQUIREMENTS
Have successfully completed at least two (2) years of college coursework in business administration, public administration or a related field from an accredited college;Must possess at least one (1) year experience performing intermediate administrative work. 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 education.If claiming Veteran's Preference, candidates must attach a DD214 Member 4 form, and the City of Fort Lauderdale's veteran's preference claim form(J-204)to the online application.
As public servants, employees may be required to work immediately before, during, and/or after an emergency. All employees must be available and able to work assigned shifts as determined by their Department Heads.
Preference will be given to candidates with experience in the following:Advanced skill level with Microsoft Excel, Microsoft Word and Adobe AcrobatAdministrative support experience that directly relates to the essential duties of the position. Previous Dispatch and/or Customer Service call center experience highly preferred. Knowledge of See ClickFix, Cityworks, and Cayenta software is preferred.
HOW TO APPLY/ VETERAN INFORMATION
Applicants who qualify will be subject to an extensive selection process and screening program, which may include, but not be limited to evaluation of training and experience; interview; employment record, background check; medical examination; and drug screen. The expected duration of the selection process varies by position.
The City of Fort Lauderdale is an Equal Opportunity, Affirmative Action, inclusive employer and Drug Free Workplace. The City of Fort Lauderdale does not discriminate based on age, citizenship status, color, disability, marital status, national origin, race, religion, sex, or sexual orientation.
Veterans' preference per Florida law. If claiming Veteran's Preference, candidates must attach a DD214 Member 4 form, and the City of Fort Lauderdale's veteran's preference claim form (J-204) to the online application.
The City of Fort Lauderdale offers a comprehensive benefits package to all regular full-time employees including vacation, holiday, and sick leave as well as medical, dental, vision, life and short-term disability insurance.
Click for an overview of employment information including our benefits package.
Say "Hello" to the City of Fort Lauderdale and Say "Goodbye" to Your Student Loan! Under the U.S. Department of Education's Public Service Loan Forgiveness (PSLF) program, the remaining balance on your student loan may be forgiven after you have made 120 qualifying monthly payments while working full-time at the City of Fort Lauderdale. Click for more information or to see if you qualify.
In addition to the competitive benefits package and salary, the City of Fort Lauderdale participates in the Florida Retirement System (FRS) which offers an investment option and a pension option and requires a 3% contribution from employees. All new City of Fort Lauderdale employees are automatically enrolled in FRS. Click to view additional information on the Florida Retirement System.
01
This application supplement is an integral part of the application process and must be completed together with the formal application in order for you to be considered as an applicant. Answer each question as thoroughly as possible as your responses will be rated as to how they relate to the position to be filled. Please answer each question in this application supplement directly and DO NOT refer to your resume. Failure to complete the answers in this supplement may result in a lower rating. Unanswered questions, incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. If the supplemental question is not applicable, please indicate N/A. Please indicate that you have read and understand the above instructions by typing your name below.
02
Are you currently a Full-Time Regular employee of the City of Fort Lauderdale?
YesNo
03
If you answered "Yes" to Question 2, is your current position covered under Teamsters Local Union 769? Check "no" if not applicable.
YesNo
04
How many years of intermediate administrative work experience do you possess?
No ExperienceLess than 1 year experience1 to 2 years3 to 5 years6 to 8 yearsOver 9 years
05
Please indicate your skill level with Microsoft Excel.
Beginner ( basic functions)Intermediate (includes using formulas, making charts and graphs, etc.)Advanced (includes using VLOOKUP, pivot tables, etc.)No Experience
06
Please indicate your skill level with Microsoft Word.
Beginner ( basic functions)Intermediate (includes using formulas, tables, making charts and graphs, etc.)Advanced (includes using VLOOKUP, pivot tables, etc.)No Experience
07
Attention to detail and time management skills are essential in this position. Please describe your experience in analyzing information and meeting deadlines.
08
Describe in detail your experience using Infor to process P-Card (purchase card) statements and receipts
09
Describe your experience with managing calendars and scheduling task, events and meetings for multiple supervisors.
10
How do you prioritize your tasks when everything seems to be a priority? Please provide an example when you have this situation
11
Can you share an instance where you had to handle a crisis or emergency at work? What was the outcome?
Required Question
$23.65 - $36.66 Hourly
Location :
Fort Lauderdale, FL
Job Type:
Full Time
Job Number:
TM005-63
Department:
Public Works
Division:
66AA Distribution and Collection
Opening Date:
11/22/2024
Closing Date:
11/29/2024 11:59 PM Eastern
POSITION SUMMARY
This job classification is included within the bargaining unit represented by Teamsters Local Union 769 and therefore is subject to the terms and conditions of the Collective Bargaining Agreement between the City of Fort Lauderdale and Teamsters Local Union 769.
The City of Fort Lauderdale employees possess a passion for public service demonstrated by a high degree of enthusiasm, self-reliance, and job proficiency. They effectively convey the vision and mission of the organization and provide excellent service and satisfaction to our internal and external customers.
Supports a department by performing administrative services. Assists management with administrative tasks such as tracking and compiling information of interest. Prepares various reports detailing the administrative information handled by the position. Reads and answers correspondence. May handle confidential information.
ESSENTIAL JOB FUNCTIONS
Provides dispatch service by answering telephones and responding to inquiries, assisting internal and external customers with inquiries, documents and equipmentIdentify customers' needs, clarify information, research every issue and provide solutions and/or alternativesPerforms a variety of clerical duties by filing, entering information into databases, generating and submitting reports,
and processing journal entriesVerifies accuracy and completeness of all data/information received, and researches and provides verification on information requestsOperates a computer in transferring/transcribing/composing variousFrequent dissemination of important information to internal employees in a timely and accurate mannerOperates a computer in transferring/transcribing/composing various documentationReceives and reviews invoices, reports, forms and applications and distributes copies to appropriate personnelMaintains detailed and accurate records; provides, creates and submits reports as requiredAssists Public Works Utilities Finance department through orders placed internally through employeesPreparation of documents for use on the city website and city used applicationsOperates a variety of office equipment including copiers, computers, phones, and facsimile machinesEnsure databases/systems are noted appropriately with caller requests and required data is enteredFollow communication "scripts" when handling different topicsMeet key performance metrics for the assigned area of responsibilityMaintain knowledge of current information including but not limited to policies, procedures, systems and precedents relating to assigned responsibilitiesSupport training and onboarding of new dispatch staffReceives and processes incoming invoicesPrepares and disseminates informational bulletins and memorandumsResolve escalated customer service inquires and issues via telephone and emailPerforms related work as required
JOB REQUIREMENTS & WORK ENVIRONMENT
This job classification is included within the bargaining unit represented by Teamsters Local Union 769 and therefore is subject to the terms and conditions of the Collective Bargaining Agreement between the City of Fort Lauderdale and Teamsters Local Union 769.MINIMUM JOB REQUIREMENTS
Have successfully completed at least two (2) years of college coursework in business administration, public administration or a related field from an accredited college;Must possess at least one (1) year experience performing intermediate administrative work. 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 education.If claiming Veteran's Preference, candidates must attach a DD214 Member 4 form, and the City of Fort Lauderdale's veteran's preference claim form(J-204)to the online application.
As public servants, employees may be required to work immediately before, during, and/or after an emergency. All employees must be available and able to work assigned shifts as determined by their Department Heads.
Preference will be given to candidates with experience in the following:Advanced skill level with Microsoft Excel, Microsoft Word and Adobe AcrobatAdministrative support experience that directly relates to the essential duties of the position. Previous Dispatch and/or Customer Service call center experience highly preferred. Knowledge of See ClickFix, Cityworks, and Cayenta software is preferred.
HOW TO APPLY/ VETERAN INFORMATION
Applicants who qualify will be subject to an extensive selection process and screening program, which may include, but not be limited to evaluation of training and experience; interview; employment record, background check; medical examination; and drug screen. The expected duration of the selection process varies by position.
The City of Fort Lauderdale is an Equal Opportunity, Affirmative Action, inclusive employer and Drug Free Workplace. The City of Fort Lauderdale does not discriminate based on age, citizenship status, color, disability, marital status, national origin, race, religion, sex, or sexual orientation.
Veterans' preference per Florida law. If claiming Veteran's Preference, candidates must attach a DD214 Member 4 form, and the City of Fort Lauderdale's veteran's preference claim form (J-204) to the online application.
The City of Fort Lauderdale offers a comprehensive benefits package to all regular full-time employees including vacation, holiday, and sick leave as well as medical, dental, vision, life and short-term disability insurance.
Click for an overview of employment information including our benefits package.
Say "Hello" to the City of Fort Lauderdale and Say "Goodbye" to Your Student Loan! Under the U.S. Department of Education's Public Service Loan Forgiveness (PSLF) program, the remaining balance on your student loan may be forgiven after you have made 120 qualifying monthly payments while working full-time at the City of Fort Lauderdale. Click for more information or to see if you qualify.
In addition to the competitive benefits package and salary, the City of Fort Lauderdale participates in the Florida Retirement System (FRS) which offers an investment option and a pension option and requires a 3% contribution from employees. All new City of Fort Lauderdale employees are automatically enrolled in FRS. Click to view additional information on the Florida Retirement System.
01
This application supplement is an integral part of the application process and must be completed together with the formal application in order for you to be considered as an applicant. Answer each question as thoroughly as possible as your responses will be rated as to how they relate to the position to be filled. Please answer each question in this application supplement directly and DO NOT refer to your resume. Failure to complete the answers in this supplement may result in a lower rating. Unanswered questions, incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. If the supplemental question is not applicable, please indicate N/A. Please indicate that you have read and understand the above instructions by typing your name below.
02
Are you currently a Full-Time Regular employee of the City of Fort Lauderdale?
YesNo
03
If you answered "Yes" to Question 2, is your current position covered under Teamsters Local Union 769? Check "no" if not applicable.
YesNo
04
How many years of intermediate administrative work experience do you possess?
No ExperienceLess than 1 year experience1 to 2 years3 to 5 years6 to 8 yearsOver 9 years
05
Please indicate your skill level with Microsoft Excel.
Beginner ( basic functions)Intermediate (includes using formulas, making charts and graphs, etc.)Advanced (includes using VLOOKUP, pivot tables, etc.)No Experience
06
Please indicate your skill level with Microsoft Word.
Beginner ( basic functions)Intermediate (includes using formulas, tables, making charts and graphs, etc.)Advanced (includes using VLOOKUP, pivot tables, etc.)No Experience
07
Attention to detail and time management skills are essential in this position. Please describe your experience in analyzing information and meeting deadlines.
08
Describe in detail your experience using Infor to process P-Card (purchase card) statements and receipts
09
Describe your experience with managing calendars and scheduling task, events and meetings for multiple supervisors.
10
How do you prioritize your tasks when everything seems to be a priority? Please provide an example when you have this situation
11
Can you share an instance where you had to handle a crisis or emergency at work? What was the outcome?
Required Question