Performs high-level administrative activities for the Office of the City Manager at the City of Tamarac (City). Work involves applying advanced skills in the use of automated office systems, serving as a point of contact for internal and external customers, managing the schedule and communications of assigned staff, preparing documents for meetings, and coordinating off-site arrangements.
Work is performed under limited supervision with moderate latitude in the use of initiative. Position supervises several adminstrative staff and relies on experience and exercises independent judgment based on subject-matter expertise in the area of specialization. Reports to the City Manager or designee.

Specific Duties and Responsibilities

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. Personnel may also perform other duties as assigned.
Provides a wide scope of complex support activities for assigned executive leader/s to ensure they can efficiently accomplish key tasks, initiatives, and meet objectives.
Organizes assigned executive leader’s communications for easy and efficient access to the most important information without having to sort through low-priority items.
Maintains the executive leader’s calendar, schedules meetings, confirms appointments, and reserves conference rooms as necessary; 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 travel arrangements pertaining to meetings, trainings, and conferences; generates itinerary and all corresponding information and arrangements; processes all travel expense reports accordingly.
Handles highly confidential, sensitive, and non-routine information; protects operations by keeping information confidential; coordinates facility tours and special orders as required.
Attends committee and executive staff meetings as assigned and may serve as liaison between departments or with external agencies and organizations.
Receives and screens visitors and phone calls; responds to questions and inquiries from personnel, citizens, and others; determines the level of support needed and priority of response required; consistently offers polite and professional customer service.
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, public notices and legal advertisements, personnel action and change of status forms and memorandums, grievance responses, performance evaluations, and digital or printed marketing and promotional materials.
Maintains and creates electronic files and records; uploads and scans a variety of correspondence, documents, and forms to appropriate electronic filing systems; inventories files in accordance with records retention policies, forwarding designated files to long- term storage; tracks items requiring a response or action from other departments.
May compile data related to departmental work plans and strategic initiatives.
May assist with the Customer Request Tracking System (CRT or equivalent) for new requests; 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.
Maintains assigned inventories; checks stock and anticipates needed supplies; evaluates new office products; places and expedites orders for supplies; verifies receipt of supplies.
Maintains professional and technical knowledge by reviewing professional publications on products; attends meetings as assigned.
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.
Demonstrates behaviors that support the City’s Vision and Values.
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
Schedules, trains, motivates, and evaluates staff; provides or coordinates staff training; works with staff to correct deficiencies; makes recommendations regarding discipline and termination.

Minimum Training and Experience

High school diploma or GED required; supplemented by five (5) years of progressively responsible administrative support, including at least one (1) year of direct support to a leader, and supervising ladminstrative staff; or an equivalent combination of education, certification, training, and/or experience. Must demonstrate proficiency in computer software applications through the completion of a skills assessment exercise.
PREFERRED QUALIFICATIONS
Associate degree in business administration, or a related field, and three (3) years of office management 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 will be required (and sponsored) according to job duties and responsibilities.
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: April 26, 2024. Subject to closing at that time, or when sufficient number of applications are received.