Senior Administrative Assistant (EM)

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 is included within the bargaining unit represented by Federation of Public Employees and therefore is subject to the terms and conditions of the Collective Bargaining Agreement between the City of Fort Lauderdale and Federation of Public Employees

This is a Management Category IV position which includes five (5) additional Management Vacation Days and a Vehicle Allowance of $120/month.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.

• At the direction of an administrative superior, 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.
• 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.
• 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 analyses, work flow 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.
• May be assigned to direct various phases of departmental administrative operations.
• Serves as the liaison between the Fire Department, Payroll, and Human Resources.
• Provides administrative support for human resources activities, including hiring, promotions, transfers, and departures.
• Interprets administrative policies and collective bargaining agreements; follows and relays instructions and policy and procedural decisions. 
• Monitors and coordinates the administration of awarded grants to ensure that budgeting and administrative policies, procedures, and agency requirements are being followed.
• Tracking and logging grant spending and purchases
• Prepares and submits grant progress reports; collects data and submits reimbursement packages (UASI).
• Monitors grant fiscal records for compliance with local, state, and federal policies and with applicable grant agreements
• Manages the scheduling for the training calendar for tabletop exercises and drills conducted by EM for the cities large network of departments (Fleet, Parks and recreation, Public Works and the city manager’s office)
• Assists with Special Events billing (tracking / coordination)
• Community outreach- enhance by responding timely to the many needs of the community.
• Scheduling events, HOA engagements and school visits  
• Collection of materials and advanced clerical duties during activations (this item is extremely important as it relates to actual dollars reimbursed to the city.)
• Performs related work as required.

1. Bachelor's Degree from an accredited four-year college with major coursework in business or public administration, or a closely related field.  Possession of a master's degree may be substituted for one (1) year of required work experience.
2. Three (3) to five (5) 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 experience or completion of coursework at an accredited college or university in a job-related field, may substitute on a year-for-year basis for the required experience or education.
3. If claiming Veteran's Preference, candidates must attach a DD214 Member 4 form (or other supporting claim documents) to the online application.

Preferences:

1. Must be customer focused and proactively identify and solve problems.
2. Strong organizational and time management skills, along with the ability to handle sensitive information and maintain confidentiality.
3. Preferred strong technical skills and proficiency in Microsoft Excel

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.

Salary : $62,409 - $96,779