GENERAL STATEMENT OF JOB
Performs a variety of routine to moderately complex clerical and administrative activities for the City of Tamarac (City). Work involves keeping official records and providing administrative support to Community Development staff, interacting frequently with the public, completing special projects, and assisting in the management of daily departmental operations.
 
Work is performed under general supervision with moderate latitude in the use of initiative. Position relies on experience to determine the best approach by using and interpreting policies and procedures. Reports to Assistant Director of Community Development 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. 

Acknowledges the public and answers questions; responds to inquiries from personnel, citizens, and others; refers to appropriate department/personnel as needed.
 
Answers phones and emails, provides information or routes communication and calls to appropriate department/personnel as required.
 
Assists with the Customer Request Tracking System (CRT or equivalent); 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.
 
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, and public notices, and digital or printed marketing and promotional materials.
 
Maintains and creates electronic files and records, including when working out of multiple office locations; scans and uploads a variety of correspondence, documents, and forms to appropriate electronic filing systems; inventories files in accordance with records retention policies, and tracks the routing of items requiring a response or action from other departments. 
 
Coordinates project tracking systems for departmental record-keeping; updates logbooks, assigns project numbers, and monitors project status to ensure timely completion; keeps track of progress, discusses issues with appropriate department leader/personnel.
 
May compile data related to departmental work plans and strategic initiatives, including but not limited to, collecting and calculating data, inputting performance measurements, and monitoring scorecards for outliers and negative indicators.
 
Processes various applications for services; uploads to electronic filing system; monitors application status to ensure deadlines are met. 
 
Processes accounts payable and receivables for the assigned division or department; reconciles and processes requisitions and departmental purchase and work order requests.
 
Coordinates schedules for assigned personnel pertaining to meetings, trainings, and conferences; processes all expense reports accordingly.
 
Maintains and schedules calendar reservations for conference rooms; manages details of meeting preparation, including set up and breakdown of facilities and/or requested support items, such as refreshments, supplies, and/or materials.
 
Coordinates and completes a wide scope of activities related to special projects and events, as assigned.
 
Maintains inventories and orders office supplies and materials; maintains departmental employee records. 
 
Sorts, opens, and/or distributes incoming and outgoing mail for department personnel; inputs and updates information into designated manual and/or electronic correspondence logs.
 
May learn and perform the work of lower and higher-level personnel to ensure continuity of services and internal activities and communication to the public. customers and internal activities.
 
Attends committee and staff and/or commission meetings as assigned and may serve as liaison between departments or with external agencies and organizations.
 
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 good will 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. 
 MINIMUM QUALIFICATIONS 
High school diploma or GED required; with specialized course work in general office practices such as typing, filing, basis accounting; supplemented by two (2) 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.
 
May be required to have or obtain within three (3) months of hire, licensure as a Notary Public in the State of Florida.
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: MAY 12, 2024. Subject to closing at that time, or when sufficient number of applications are received.