Administrative Assistant - Building Services Private Providers

Salary : $49,191.58 - $76,247.18 Annually Location : Fort Lauderdale FL 33311, FL Job Type: Full Time Job Number: TM005-60 Department: Development Services 1 Division: 03DX Building Opening Date: 11/14/2024 Closing Date: 12/1/2024 11:59 PM Eastern POSITION SUMMARY The Building Services Division seek an Administrative Assistant for the Private Providers Section. Join Our Team The Administrative Assistant supports our department by performing administrative services. They assist management with administrative tasks such as tracking and compiling information of interest, preparing various reports detailing administrative information, reads and answers correspondence, and sometimes handles confidential information. 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. Internal employees will be given preference. In accordance with Article 24 of the Collective Bargaining Agreement between the City of Fort Lauderdale and Teamsters Local Union 769, for posting purposes this open-competitive job posting shall be considered as a simultaneous internal and external posting (it is open to both internal City employees and external applicants). NOTE: The duties of this position will include all of those duties set forth in the official job description. ESSENTIAL JOB FUNCTIONS Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. Provides responsible and complex administrative and clerical duties in support of an assigned area of responsibility; Processes and proofreads a wide variety of reports, letters, memoranda and statistical charts; types from rough draft or verbal instruction; may independently compose correspondence related to assigned responsibilities; Maintains a calendar of activities, meetings and various events; coordinates activities with other City departments, the public and outside agencies; Screens office and telephone callers; provides front counter assistance, including accepting applications providing information, or accepting payments; respond to and resolve complaints and requests for information on policies, procedures, systems and precedents relating to assigned responsibilities; Attends a variety of meetings; prepares and compiles agenda packets; takes and prepares minutes; transcription; disseminates information, as appropriate; Maintains detailed and accurate records; provides, creates and submits reports as required; May prepare and maintain payroll for assigned division; Maintains department filing, records and rosters; develops, implements and modifies filing systems; Operates a variety of office equipment including copiers, facsimile machine and computer; inputs and retrieves data and text; organizes and maintains disk storage and filing; Maintains inventory of supplies; obtains estimates for ordering purposes; orders supplies as needed; ensures compliance of policies and procedures; Prepares a variety of documents for the purchase of supplies and equipment Performs related work as required. JOB REQUIREMENTS & WORK ENVIRONMENT MINIMUM JOB REQUIREMENTS: Have successfully completed at least two (2) years of college coursework from an accredited college or university; One (1) to three (3) years of experience performing intermediate administrative work in the area of building, construction, permitting, or housing; Additional qualifying experience or completion of coursework at an accredited college or university may substitute on a year-for-year basis of the required experience or education. PREFERENCES: 1. Skilled in Microsoft Office software including Word, Excel, and Outlook; 2. Typing speed of at least 40 wpm accurately; 3. Excellent verbal and written communication skills; 4. Experience working in the Public Sector; 5. Excellent customer service skills; 6. Skilled in the land management platform, Accela. 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. HOW TO APPLY/ VETERAN INFORMATION Depending on the number of applications and the quality of their education and experience, the examination may consist of one or more of the following tests: Evaluation of Training and Experience, Oral Interview, Written Examination, or other assessment method. Applicants must attain a minimum score of 70 in each part of the examination in order to qualify. All successful applicants will be required to pass a medical examination, including drug screening, prior to appointment. An eligible veteran who enters an open-competitive examination shall receive preference points added to the total passing score earned in the examination as provided for in the Florida Statutes. To obtain veteran's preference, candidates MUST submit a copy of separation papers and the City of Fort Lauderdale's veteran's preference claim form ( J-204 ) 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 What is the highest level of education you have successfully completed? High School or Equivalent Less than 1 year of college 1 year of college 2 years of college 3 years of college Bachelors Degree or 4 years of college Graduate degree None of the Above 02 Do you currently work for the City of Fort Lauderdale? If so, indicate status. Part-time City employee Full-time employee under Teamsters Contract Full-time employee under other contract or management Not a City Employee 03 How much experience do you have working in local government? (City, County, etc.) No experience Less than 6 months 6 months - 11 months 1 year 2 - 3 years 4 - 5 years 6 or more years 04 How many years of administrative or clerical experience do you have working in the areas of Building, Construction, Permitting, or Housing? No experience Less than 1 year 1 year 2 years 3 years 4 years 5 or more years 05 How much experience do you have coordinating multiple meetings, meeting rooms, and calendar invites? No experience Less than 1 year 1 - 3 years 4 - 6 years 7 - 9 years 10 or more years 06 How much experience do you have with the land management platform, "Accela"? No experience Less than 1 year 1 - 2 years 3 or more years 07 Please indicate your skill level with Microsoft Word. Beginner (basic functions) Intermediate (formating sections, inserting page and section breaks, page numbers, etc.) Advanced (includes mail merges, tables, etc.) No Experience 08 How many words per minute do you type accurately? No Typing Experience 1 - 19 Words Per Minute 20 - 39 Words Per Minute 40 - 60 Words Per Minute Over 60 Words Per Minute 09 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 10 What is it about this position that interests you as compared to your current position? Required Question