What are the responsibilities and job description for the Administrative Assistant-Development (Career Path) position at City of Boynton Beach?
The purpose of this classification is to assist the Development Departments/Divisions (Building, Community Standards, Development Services, Economic Development, Engineering, Planning & Zoning, and Public Art) leadership team in the administrative functions of the departments/divisions and to coordinate and perform various program and office administration duties for the Development Departments. The incumbent will provide administrative support, which requires knowledge of City and departmental policies and procedures. Job duties vary by incumbent.
ESSENTIAL FUNCTIONS:
The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Reports directly to the Development Services Administrator, receives direction from the Development leadership team, and provides clerical support for the assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints and initiates problem resolution. Assists with SagesGov data entry and project tracking. Provides administrative support for department/division staff; opens and distributes mail; maintains department calendars and schedules meetings, appointments, or other activities. Processes zoning and development submittals and collects related fees. Acts as a liaison between the City Planners and the Building Department concerning inspections, building permit review, and extra-jurisdictional coordination. Greets visitors, answers contact center phone calls, screens, and records/relays messages; initiates and returns calls as necessary, and directs calls for the different Departments within Development.
Answers routine correspondence and composes letters for the Department Directors within Development. Routes customers to appropriate departmental personnel and responds to general questions and information requests that do not require detailed or technical knowledge. Responds to public records requests using the GovQ&A software. Performs administrative duties for the Department Directors and Division Directors within the Development departments’; schedules and arranges meetings and appointments; drafts and types of business correspondence; organizes department meetings; makes travel arrangements; type letters, department staff meeting minutes, and statements; answers and screens telephone calls; assists staff, visitors, and others.
Creates and reviews Departmental documents and forms. Updates Departmental documents as needed and maintains updated documents for the City’s website. Maintains the department’s records and files, which may include personnel records, accounting records, budgets, purchasing and payroll forms, contracts, legal documents, ordinances and resolutions, meeting minutes, policies and procedures, and others. Receives various types of Development Departments’ applications and documents from the public. Inputs and maintains accurate data entry of such submitted applications. Notifies applicants of the status of submitted applications and documents throughout the approval process and closing of such applications. Assists in adding City Commission agenda items; prepares Public Art Board and Historic Preservation Resources Board meeting agendas and coordinates with the City Clerk’s Office for Board meeting minutes; provides staff support to City advisory board and authority members. Prepares and/or reviews department payroll; prepares purchase requisitions and orders; coordinates inventory systems; reviews and processes personnel authorizations. Conducts data entry of department records, accounts, and reports; reviews additions, deletions, and changes to accounts; oversees customer billing activity; reviews related financial reports.
Serves as staff liaison in coordinating the delivery of City programs and services with other departments and agencies; logs and processes related forms and records, maintains department files and records. Coordinates the review and resolution of citizen complaints and problems. Participates in conducting event, program, and class registrations; receives registration applications and payments; maintains registration cards and materials. Maintains inventory of department supplies, ensures availability of adequate materials to conduct work activities, orders office supplies, materials, uniforms, and sale merchandise; checks shipments for accuracy and processes invoices for payment; maintains inventory records and files for the Department Directors and Division Directors within Development.
Communicate with supervisor, employees, other departments, vendors, contractors, the public, outside agencies, and other individuals as needed to coordinate work activities, review work status, exchange information, or resolve problems.
Minimum Requirements:
-High school diploma or equivalent; supplemented by college-level course work or vocational training in business or public administration, accounting, or related fields; and
-Basic understanding of records management; and
-Two (2) years of progressively responsible previous experience that includes related office and administrative work, preferably in a local government organization.
Preferred Qualifications:
-Minimum Qualifications for education and experience must be met before consideration of the following Preferred Qualifications:
-An associate’s degree from an accredited college in Public Administration, Business Administration, or a related field.
Skills to be eligible for advancement:
-Employees must complete a minimum of two (2) years in the Administrative Assistant position and meet performance standards.
-Employees must complete the Florida Public Notary course.
-Must obtain the Records Management Certification
-Familiarity with zoning, business licenses, and permitting processes.
-Improve multitasking abilities and learn prioritization techniques to handle multiple projects effectively.
-Enhanced data entry skills and knowledge of development/permitting-specific software (e.g., Sages Gov).
-Two (2) years of Payroll experience.
B. Administrative Specialist Pay Range: $23.697800 - $35.5467
Minimum Requirements:
-An associate’s degree from an accredited college in Public Administration, Business -Administration, or a related field and/or three (3) or more years of relevant experience may be substituted for the educational requirement.
-Experience involving customer service and administrative experience.
Preferred Qualifications:
-Minimum Qualifications for education and experience must be met before consideration of the following Preferred Qualifications:
-A bachelor’s degree from an accredited college in Public Administration, Business Administration, or a related field.
Skills to be eligible for advancement:
-To be eligible for advancement to the Development Coordinator level, employees must complete a minimum of two (2) years in the Administrative Specialist position and meet performance standards.
-A minimum of two years of experience working with zoning, business license, permitting, and/or inspection inquiries and processes.
-Competency in office software such as Microsoft Office Suite (Word, Excel, Outlook) and GovQA software for public record requests.
-Experience with procurement, budgeting, and payroll processes.
-Project coordination and tracking within the development context.
-At least three (3) years of experience in administrative support, preferably within a local government setting.
C. Development Coordinator Pay Range: $27.0981 - $40.64713
Minimum Requirements:
-bachelor’s degree in public administration, Business Administration, or a related field and/or five (5) or more years of relevant experience may be substituted for the educational requirement.
-Experience involving customer service and administrative support, preferably in a municipal setting.
-Strong understanding of zoning, building codes, and development permitting processes.
Preferred Qualifications:
-Minimum Qualifications for education and experience must be met before consideration of the following Preferred Qualifications:
-Master’s Degree from an accredited college in Public Administration, Business Administration, or a related field.
-Experience with budgeting and financial management specific to development initiatives.
Skills to be eligible for advancement:
-To be eligible for advancement to the Senior Development Coordinator level, employees must complete a minimum of two (2) years in the Development Coordinator position and meet performance standards.
-Leadership and mentoring within the development context, with an understanding of city policies related to zoning and permits.
-Advanced project management and organizational skills for tracking multiple development projects.
-Budgeting and financial tracking are specific to development initiatives.
-Continued professional development through certifications, workshops, or higher education in public administration, business, or development-related fields
D. Sr. Development Coordinator Pay Range: $28.8025 - $43.2038
Minimum Requirements:
-Bachelor’s degree in public administration, Business Administration, Urban Planning, or a related field and/or five (5) or more years of experience in administration, planning & zoning, permitting, and/or public records management.
-Strong knowledge of municipal government processes, including planning & zoning, BTR, permitting, and public records laws.
-Familiarity with local, state, and federal regulations related to business licensing and development.
-Candidates must obtain a Project Management Certificate within twelve (12) months of employment.
Preferred Qualifications:
-Master’s degree in public administration, Business Administration, Urban Planning, or a related field.
-Experience in budget development, monitoring, and financial reporting within a municipal government setting.
-Familiarity with contract administration and procurement processes.
-Supervisory or lead worker experience.
Skills to be eligible for advancement:
-Leadership and mentoring within the development context, with an understanding of city policies related to zoning and permits.
-Budgeting and financial tracking are specific to development initiatives.
-Opportunities for further advancement to roles such as Development Project Coordinator, Administrative Manager, or Development Services Administrator, where the individual will manage teams and have greater influence over departmental strategies and operations.
-Obtaining a Project Management Certification is required.
-Continued professional development through certifications, workshops, or higher education in public administration, business, or development-related fields.
Effectively communicates with supervisor, employees, other departments, developers, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review the status of work, exchange information, or resolve problems.
Effective verbal, oral, and written communication and organizational skills. English usage, spelling, grammar, and punctuation.Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.
Ability to prepare accurate and thorough written records and reports.Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal supervisory direction.
Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of policies, procedures, practices, rules and regulations relevant to the Development Department operations and its divisions (Building, Community Standards, Development Services, Economic Development and Planning & Zoning), administration, and personnel.
Knowledge of modern office practices and procedures; computer skills using Windows, Microsoft Office applications, Internet, Adobe Acrobat and conversion techniques, and Microsoft Outlook.
Ability to prioritize and schedule tasks to meet deadlines and objectives.
Highly skilled in customer service, interpersonal relations and serving the public.
Works efficiently in a fast-paced environment with attention to detail.
Knowledge of general accounting principles and practices involving cash receipts, journal entries, invoices, payments and purchase orders.
Ability to troubleshoot, research and resolve customer issues.
Ability to establish and maintain effective and harmonious working relationships with supervisors, co-workers, other City staff, elected officials, and with the general public.
Ability to perform accurate data entry tasks.
Ability to accurately interpret and apply policies and procedures.
Ability to organize work and use time effectively and efficiently.
Ability to perform mathematical calculations.
Ability to identify irregularities and potential problems before they become critical.
Ability to make appropriate decisions and react with good judgment in changing situations or when under pressure.
Salary : $45,739 - $68,619
