Salary : $49,218.41 - $78,749.44 Annually
Location : Hollywood, FL
Job Type: Full-time
Job Number: 2024-112
Department: City Clerk
Opening Date: 05/24/2024
Closing Date: 5/31/2024 11:59 PM Eastern
The Position
Starting Salary For this Position is within $49,218.41 - $52,000 Annually Dependent On Qualifications
Come to a City that Builds Careers! As one of the largest cities in Broward County, the City of Hollywood provides an energetic, innovative and collaborative work environment for its employees. Want Top Notch Insurance? We offer low cost health insurance giving you the best value - Medical, Dental, Vision and Flexible Spending Plans. Need Work Life Balance? We have got you covered with a 4-Day Work Week and an Award Winning Wellness Program. And We Don't Stop There. The City of Hollywood provides a generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave. Repaying Student Loans? Employees at the City with 10 years of public service and on-time payments qualify for the Federal Student Loan Forgiveness Program. Let's Partner Together and Come Grow with the City of Hollywood. Apply Now!
For more information about this position and our competitive pay, benefits package and pension plan, refer to this job posting or our City website at https://www.governmentjobs.com/careers/hollywoodfl .
JOB SUMMARY:
Under direction of a department or office director or the top executive of the organization, performs advanced clerical and diverse administrative work. Extensive knowledge of the department and excellent keyboard skills are crucial to this position. Duties include a variety of specialized secretarial tasks and heavy public contact work. The incumbent may supervise four to ten (4 - 10) office support staff. Incumbents have broad latitude in decision making and can answer most policy questions without review by a superior. Work is reviewed through conferences and written reports for results obtained.

(Serves in a Confidential capacity to Police Chief; Director of Financial Services; Fire Chief; Director of Public Utilities; Director of Public Works; Director; Parks, Recreation & Cultural Arts; Director, Planning & Development Services; Assistant City Manager; Director, Office of Human Resources and Risk Management; Director, Information Technology; Director, Office of Parking & Intergovernmental Affairs; and Director, Public Affairs & Marketing)
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Approves the requisition of supplies and equipment; prepares budgets and payroll; checks operating reports for accuracy and conformance to policies and standards; updates publications.
• Composes, edits, and prepares correspondence, invoices, statements, permits, reports and other departmental documents including correspondence and proposals related to the collective bargaining and negotiation process.
• Serves in a supportive role to the Department/Office Head regarding the preparation of correspondence and reports related to the collective bargaining process.
• Operates a computer, photocopier, printer, calculator, microfiche, facsimile machine, or typewriter.
• Designs and maintains specialized filing systems, document or library collections; maintains appointment calendar; coordinates special projects or committees as directed by superior.
• Responds to telephone or in-person inquiries; greets the general public, contractors, and city officials; answers various inquiries personally; provides information on departmental services and functions.
• Directs research, collection and compilation of data for administrative and annual reports, agendas, bulletins, questionnaires, agreements, plans, and documents.
• Supervises, assists, trains and directs clerical personnel; schedules and reviews the work assignments of department staff.
• Develops and revises office procedures; recommends hiring, discipline, and promotion actions; approves overtime, sick leave, and vacations.
• Acts as liaison between the departments' superior and subordinates, and the general public.
• Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

The Requirements

EDUCATION/EXPERIENCE:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required:
High School Diploma or GED and some college coursework; supplemented by six (6) years of progressively responsible departmental work experience or a Bachelor's Degree in Business Administration, Public Administration or related field and one (1) year of extensive departmental experience; or an equivalent combination of training and experience. Experience must include the use of computers and standard software applications such as Word, Windows and Excel. Excellent keyboard skills at a rate of 60 WPM corrected as directed by departmental needs.
Preferred:
Bachelor's Degree or college level course work in business, public administration, computer applications or any related field; an equivalent combination of training and experience.

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

CERTIFICATES, LICENSES, REGISTRATIONS :
Administrative Assistant/Secretarial Certifications, Certified Professional Assistant Certification, Microsoft Word Microsoft Excel and Microsoft Outlook, AICP, LEED AP, AIA, Notary Public License.

• Valid Driver's License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

KNOWLEDGE, SKILLS, ABILITIES:

• Knowledge of modern office terminology, methods, practices and procedures.
• Knowledge of modern information systems, spreadsheets, database management and software.
• Knowledge of departmental and municipal rules, regulations, policies, and procedures.
• Knowledge of modern management practices and principles.
• Skill in the operation of modern office equipment.
• Skill in preparing and working within the constraints of a budget.
• Ability to understand and follow complex oral and written instructions.
• Ability to ensure confidentiality in matters related to the collective bargaining process.
• Ability to establish and maintain effective working relationships with fellow employees, superiors, subordinates, contractors, city officials and the general public.
• Ability to make complex decisions and interpretations in accordance with established rules, policies, and procedures.
• Ability to direct and supervise a group of subordinates in a manner conducive to full performance and high morale.
• Ability to communicate information tactfully and impartially.
• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.

PHYSICAL DEMANDS:
The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert 10 to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require fingering: picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:
Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.
The Examination

Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.

Examination: Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.

You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.

Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.

Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.

Special Accommodation and Communication Needs: The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination.

Veteran's Preference: The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the
Additional Information

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.

EMPLOYMENT OF RELATIVES: The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions:

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.

REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.

All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).

The City of Hollywood is an Equal Opportunity / Equal Access Employer.
SUMMARY OF BENEFITS FOR CONFIDENTIAL EMPLOYEES

• All regular full time Employees shall accrue paid vacation following their employment anniversary date. Employees who regularly work 40 hours per week shall accrue vacation leave as follows:

• up to seven (7) completed years = 80 hours
• more than seven (7) but less than ten (10) completed years = 112 hours
• more than ten (10) but less than fifteen (15) completed years = 144 hours
• more than fifteen (15) but less than twenty (20) completed years = 160 hours
• twenty (20) completed years and above = 200 hours

Confidential employees shall be required to use fifty percent (50%) of their vacation accrual but shall not be required to use more than eighty (80) hours during the vacation year for which it is earned, or it will be lost at the end of the vacation year. In individual circumstances, the Human Resources Director may determine vacation that is unable to be used may remain in the employee's bank and be extended for use, up to an additional ninety (90) days. Should the Human Resources Director approve the request, the remaining vacations days must be used within the approved extension or will be lost.
At the end of each vacation year, all Confidential employees with unused vacation may carry over and utilize such unused vacation during the next fifteen (15) month period following the vacation year in which such vacation time was earned. Cash payment of unused vacation time at the end of the fifteen (15) month period will be limited to 50% of the employee's annual accrued amount. Such leave that is liquidated by cash payment shall be paid at the employee's rate of pay when the vacation time was earned.

• Confidential employees shall accrue eight hours of sick leave for each month worked with no limit on the amount of sick leave that is accumulated. Additionally, each fiscal year an employee shall have the option of converting a maximum of 40 hours of accrued sick leave days to personal leave, provided the employee has a balance of 96 hours after the conversion.

Accrued sick leave shall be terminally paid at the following rates in relationship to years of service with the City:
Accrued Sick Leave Payout

• Less than five (5) years 20% sick leave
• Five (5) to ten (10) years 40% sick leave
• Ten (10) or more years 80% sick leave

• Upon the accumulation of 200 sick leave hours, all employees have the option of converting the next forty (40) hours of sick leave days to vacation days.

• Employees may participate in the City's Sick Leave Pool Program upon the completion of one year of employment and with a minimum accumulation of 96 hours of sick and/or vacation leave. This program entitles eligible employees to participate in extended sick leave benefits for cases involving non-work related catastrophic, or long-term illnesses, or injuries.

• Confidential employees may receive the following holidays:

New Year's Day | Martin Luther King, Jr.'s Birthday | President's Day | Memorial Day | Juneteenth | Independence Day | Labor Day | Veteran's Day | Thanksgiving Day | Day after Thanksgiving | Christmas Eve | Christmas Day | New Year's Eve

• • Confidential employees shall accrue forty (40) personal leave hours per fiscal year. The personal leave year shall begin on October 1st and end on the following September 30th. Personal leave days will not accumulate from year to year and cannot be liquidated by cash payment. In the first year, employees hired after October 1 through February 1 will accrue 30 hours personal leave. Employees hired after February 1 through June 1 will accrue 20 hours of personal leave during their first year. Employee hired after June 1 will not accrued any personal leave during their first personal leave year.

• Confidential employees will receive two paid workdays each fiscal year (either 8 or 10-hour days) of use-it-or-lose-it time off in recognition of the importance of mental health well-being.

• Confidential employees will be granted 40 hours of paid bereavement leave for the demise of a immediate family member.

• Confidential employees will receive longevity compensation added to their base salary for the following cumulative years of service with the City:

• 5 years of service 5%
• 10 years of service 3%
• 12.5 years of service 2.75%
• 15 years of service 2%

• Confidential employees and families shall be provided the option of coverage in the City's health insurance plans. The City will contribute 80% of the premium for employees electing single or dependent coverage on the OAP plan and the employee will be responsible for contributing 20% of the premium; The City will contribute 100% of the premium for employees electing single coverage on the OAPIN plan. For employees adding dependents, the City will contribute 90% toward the premium and the employee will be responsible for contributing 10% of the premium. For 2024, the biweekly rates are as follows:

Enrollment Tier | Medical OAP | Medical OAPIN
Employee Only | $87.89 | $0
Employee 1 | $175.78 | $39.34
Employee 2 or More | $281.24 | $86.56

• Each member shall have the option of completing an annual wellness preventative physical through the City's contracted provider currently named Life Scan with the costs of the scan paid for by the City up to $395 for each member which includes a comprehensive medical evaluation, ultrasound imaging, cardio-pulmonary assessments, vision and hearing test, and extensive laboratory blood profiles.

• Confidential employees shall be provided group dental with $19.00 of the monthly premium costs paid by the City. There are three benefit plan offerings. For 2024, the biweekly rates are as follows:

Enrollment Tier | Dental DPPO Low | Dental DPPO High | Dental DPPO Buy UP
Employee Only | $5.17 | $21.37 | $25.11
Employee 1 | $14.80 | $40.68 | $46.82
Employee 2 or More | $23.69 | $58.51 | $66.86

• Confidential employees shall have the option to purchase vision coverage through payroll deductions. Three plans are offered.

Enrollment Tier | VSP Option 1 | VSP Option 2 | VSP Option 3
Employee Only | $2.36 | $3.87 | $4.44
Employee 1 | $4.73 | $7.73 | $8.87
Employee 2 or More | $7.61 | $12.45 | $14.28

• Employees will receive from the City a "use it or lose it" Health Reimbursement Account annually. The amount to the employee is determined by the employee's medical enrollment status or if no coverage is elected then it will default to the lowest level. The level of the City contribution will be reevaluated once a year. The levels are: Single or no coverage = $400; Employee plus one = $600; and Employee plus two or more = $1000. This benefit is contingent upon the employee completing a physical at the City's Employee Health Clinic. In addition, the employee may establish and contribute to a Flexible Spending Account.

• The City and the employee will make contributions into the employee's Retiree Health Saving Account based on the employee's years of service as follows:

• From 1 - 9 years of service = $10 bi-weekly
• From 10 to 19 years of service from = $25 bi-weekly
• 20 or more years of service = $35 bi-weekly

• Confidential employees shall be provided with term life insurance of $25,000 with all premium costs paid by the City. Employees shall have the option of purchasing additional term life insurance at group rates up to an additional maximum amount of $475,000.

• All employees will be required to contribute 8% pretax dollars to the employee's retirement fund. Employees are vested in the retirement plan after completing seven years of service. The service retirement annuity (pension) is equal to 2.5% of the employee's average salary for the highest 130 consecutive biweekly pay periods of credited service multiplied by the employee's years of credited service. Retirement is at age 65 with seven years of service, or age 62 with 25 years of service, or 30 years of service. To file a claim for benefits under the General Pension Plan or to receive a copy of the Plan or a copy of the Summary Plan Description (SPD), contact the Pension Coordinator at 954-921-3333.

• Confidential employees are eligible to apply for tuition reimbursement in accordance with the following guidelines:

Graduate Benefit
Grade of B or Better 100% Reimbursement at State tuition rates
Grade of Pass 100% Reimbursement at State tuition rates
Undergraduate Benefit
Grade of C or Better 100% Reimbursement at State tuition rates
Grade of Pass 100% Reimbursement at State tuition rates
Reimbursement may not exceed $3,000 for any employee in any one fiscal year. Any coursework eligible for reimbursement must have a direct relationship to the job requirements of the employee's position.
Reimbursement may only be provided for attendance at an accredited college or university. Employees enrolled in a technical or vocational institution shall not be eligible for tuition reimbursement under this program.
Reimbursement shall be available for books and course fees subject to the approval of the Department/Office Director and City Manager or designee. Tuition is subject to the approval of the Department/Office Director and City Manager or designee.
Employees who receive benefits under this program, who voluntarily leave the City's employment within two (2) years of receiving such benefit, shall be responsible for reimbursing the City for the entire cost of this benefit.
To the considered for Educational Reimbursement, all coursework must be properly approved prior to the beginning of the class by the Department/Office Director and the City Manager or designee.

• Confidential employees may enter a Deferred Compensation Program through payroll deduction.
• Confidential employees have the option of joining the Sun Credit Union.
• Confidential employees have the option of participating in payroll Direct Deposit.
• Employees have the option of participating in Pre-paid Legal/ID Theft Protection Plans and Supplemental Insurance through voluntary payroll deductions.
• Confidential employees are eligible to participate in the City's Work/Life Assistance Program offering a wide range of services and support.
• Confidential employees may have access the City's fitness facility free of charge.

IMPORTANT NOTICE - This document 'BENEFITS SUMMARY', is intended only as a summary of some of the benefits employees may be entitled to as an employee of the City of Hollywood. This is NOT a legal document, does NOT represent any guarantees, and is subject to change at any time.
01

Which best describes your level of education?

• No High School Diploma / GED
• High School Diploma / GED
• Some College
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• Doctoral Degree

02

How many years of experience do you have providing administrative support to an Executive, Department Director, or Manager?

• No Experience
• Less than 1 year
• 1 to 2 years
• 3 to 4 years
• 5 to 6 years
• 7 to 8 years
• 9 to 10 years
• More than 10 years

03

Does your administrative support experience involve working in a local, state, or federal government setting?

• Yes
• No

04

Describe your administrative support experience coordinating office activities and managing special projects. "See Resume" is not an acceptable response. If not applicable, put "N/A".
05

Describe your supervisory experience. Include name of Employer, number of employees supervised and their position titles. "See Resume" is not an acceptable response. If not applicable, put N/A.
06

Which best describes your skill level using Microsoft Office software packages (Word, Excel, Outlook, etc.)?

• No Experience
• Beginner
• Intermediate
• Advanced
• Expert

07

Describe your experience using Microsoft Outlook for calendar and travel management. "See Resume" is not an acceptable response. If not applicable, put "N/A".
08

In this position, you will complete multiple work assignments with the same deadline while frequently being interrupted. What resources would you use to successfully manage your workload?
09

In this position you will handle confidential and sensitive information. Give an example of when you had to maintain the confidentiality of information while completing a task.
10

Using the checklist provided below, identify the administrative duties you have performed.

• Customer service (walk-in, etc.)
• Heavy phones (multiple lines)
• Maintain calendar (schedule appointments, meetings, conferences, etc.)
• Prepare meeting agendas
• Take, transcribe and distribute meeting minutes
• Compose correspondence (memos, letters, etc.)
• Mass mailing using mail merge
• Prepare reports and charts from data
• Create spreadsheets in Excel
• Proofread documents for accuracy and completeness
• File/Records Management
• Order office supplies
• Make travel arrangements
• Process payroll
• Manage department budget
• None

11

Strong writing skills will be essential to completion of assignments for this position. Prepare a short essay of at least 200 words answering the following question: What are the advantages of establishing team goals versus individual goals?
Required Question