Senior Administrative Assistant - Capital Projects

Position Summary

The Senior Administrative Assistant will assist with the implementation and supervision of operational programs and initiatives. The position will provide support to Department management as well as other administrative support tasks. In addition, the position will be responsible for the daily oversight and recordkeeping of the Fixit FTL requests. The position will work closely with the public to provide support with general customer service-related complaints and concerns.

The Senior Administrative Assistant plans, develops, analyzes, evaluates, advises on, and improves various management control systems, programs and policies, work methods and procedures. At the direction of an administrative superior, this employee may analyze and evaluate major segments of the organization and, based on study findings, develop recommendations and advice to management for the purpose of improving the effectiveness and efficiency of programs and operations management.

Under administrative direction, employee is required to exercise extensive initiative and independent judgment, and to work effectively with the public, City officials and others. Employee must also apply specialized and/or technical knowledge and experience through the interpretation and completion of administrative assignments of unusual difficulty in accordance with City and departmental rules, regulations, procedures and ordinances.

This job classification may be governed by the Personnel Rules, as it is not represented by a collective bargaining unit.

This job classification is in Management Category IV for benefits purposes, which includes Five (5) additional Management Vacation days per calendar year and a monthly expense allowance of $120.00.

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.

• As an assistant to an administrative superior or department head, composes correspondence and memorandums; arranges conferences; interprets administrative policies; relays instructions and policy and procedural decisions; acts for superior on routine matters; and may represent the superior at conferences and meetings, including contacts with outside agencies.
• Identifies problems or factors inhibiting the effective accomplishment of departmental or city-wide goals and objectives; determines requirements and scope of necessary study considering objectives and problems to be solved; collects data; analyzes data; develops alternatives and makes specific recommendations to superior; may assist in implementation of recommendations.
• Makes presentations utilizing charts, slides and other visual support devices.
• Acquires and disseminates information concerning work methods and procedures, organization, work controls and similar management functions.
• Conducts fact-finding interviews, observes operations, consults with and explains to management recommendations made for changes in work operations and other key actions proposed.
• Prepares a variety of written documents including study plans, special and regular reports, systems and organizational analysis, workflow charts, etc.
• May participate in the formulation, preparation and control of the departmental budget through the following: analyzes and reviews financial data in order to develop budget projections; consults with departmental officials regarding funding requests, organizational changes, expenditure levels, budget justifications and narratives; suggests cost-cutting alternatives; advises departmental personnel on budget problems, processes and procedures.
• Provides oversight to the FixitFTL process; manage high volume of complaints from neighbors, other governmental agencies, neighborhood associations, and other various stakeholders of the City.
• Routes and dispatches work requests to appropriate internal and external departments, ensure follow-up and close out of each FixitFTL request.
• Liaison between neighbors, HOA presidents, Broward County and city staff regarding complaints submitted through the FixitFTL system.
• Schedules and sets up internal and external meetings, takes minutes, and tracks resulting actions required.
• HR timekeeping/payroll tasks.
• May be assigned to direct various phases of departmental administrative operations.
• Performs related work as required.
  
  

Minimum Job Requirements

JOB REQUIREMENTS, PREFERENCES & WORK ENVIRONMENT

• Bachelor's Degree from an accredited four-year college with major coursework in business or public administration, or a closely related field.
• Three (3) or more years of paid, full-time work experience primarily involving one or more of the following:
• the analysis, planning and development of programs, policies, operations, methods and/or procedures;
• the evaluation of program and operation effectiveness;
• the development of revised administrative practices in order to meet program, policy, organizational or legislative change,
• to expedite work, to effect economies of time, money, personnel and equipment, or
• to otherwise assist in the solution of administrative and management problems.
• Additional qualifying work experience may be substituted on a year-for-year basis for the required college education.
• Intermediate or higher-level proficiency in Microsoft Word and Excel.
• If claiming Veterans’ Preference, you must attach a copy of the DD214 Member 4 form (or other supporting claim documents) to your on-line application.
  

Preferred Qualifications

• Prior government experience
• General knowledge of transportation and multi-modal operations principles and practices
• Experience working as the direct support of a Department Director, Deputy Director, or Division Manager and for multiple people
• HR timekeeping tasks with familiarity with Kronos, UKG and INFOR systems.
  
  

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.

Physical Standards Required To Perform Essential Job Functions

The position is generally sedentary. Employees sit most of the time, but may walk or stand for brief periods of time. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

How To Apply & Supplemental 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; written test; 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 a 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.

For technical support with your application, contact GovernmentJobs.com from 9 am to 9 pm EST, Monday to Friday, at (855) 524-5627 or emailsupport@governmentjobs.com.

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 here for an overview of employment information including our benefits package.

Click Here For Additional Management Benefits.

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 here 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 here to view additional information on the Florida Retirement System.

01

How many years of college education have you successfully completed with coursework in business administration, public administration or a related field from an accredited college?

• None
• Less than one (1) year
• One (1) year
• Two (2) years or Associate's Degree
• Three (3) years
• Four (4) years or Bachelor's Degree
• Master's Degree
  
  

02

How many years of experience do you have primarily involving one or more of the following: 1. the analysis, planning and development of programs, policies, operations, methods and/or procedures; 2. the evaluation of program and operation effectiveness; 3. the development of revised administrative practices in order to meet program, policy, organizational or legislative change, 4. to expedite work, to effect economies of time, money, personnel and equipment, or 5. to otherwise assist in the solution of administrative and management problems.

• Less than 1 year
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years
• 6 years
• 7 or more years
  
  

03

Do you possess prior experience working for a government entity?

• Yes
• No
  
  

04

How many years of professional administrative experience do you possess providing direct support to a Division Manager, Department Deputy Director, or Department Director?

• No experience
• Less than 1 year
• 1 - 2 years
• 3 - 5 years
• 6 or more years
  
  

05

How much experience do you have providing administrative support to multiple people?

• No experience
• Less than 1 year
• 1 - 2 years
• 3 - 5 years
• 6 or more years
  
  

06

Describe how you have multitasked in a dynamic work environment and explain how you prioritized and tracked your work in order to meet deadlines.

07

How much budget related experience do you have (reviewing expenses, maintaining records, making recommendations, P-Card user or coordination)?

• No experience
• Less than 1 year
• 1 - 2 years
• 3 - 5 years
• 6 or more years
  
  

08

How much customer service experience do you possess?

• No experience
• Less than 1 year
• 1 - 2 years
• 3 - 5 years
• 6 or more years
  
  

09

Please indicate your skill level with Microsoft Word.

• Beginner (basic functions)
• Intermediate (formatting sections, inserting page and section breaks, page numbers, etc.)
• Advanced (includes mail merges, tables, etc.)
• No experience
  
  

10

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
  
  

11

Describe in detail a recent work product you completed utilizing Microsoft Excel and include in your answer how the program helped you to complete your task.

12

Please indicate your skill level using Microsoft PowerPoint.

• Beginner (basic functions)
• Intermediate (includes inserting tables, charts, audio into a presentation, etc.)
• Advanced (includes creating custom templates, designing table layout, etc.)
• No experience
• Required Question