Administrative Specialist

5 hours ago

Cooper City, United States City of Cooper City Full time
To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

JOB SUMMARY

Under general supervision, provides moderately complex to advanced administrative support for an assigned department or division of the City. Employees in this classification are responsible for moderately complex to advanced administrative duties that support efficient operations, quality customer service, and continued workflow for the area of assignment. Work includes the ability to multi-task in a fast-paced environment. Includes considerable exercise of independent judgment and initiative in responding to and resolving customer service issues.

ESSENTIAL JOB FUNCTIONS (examples, not all-inclusive)

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
  • Screen incoming mail, visitors, telephone calls and route them to the appropriate entity/department based on information obtained; assist the public by providing information concerning services provided, explain policies, procedures, and guidelines requiring interpretation; resolve problems within the area of assignment requiring research of background information.
  • Serve as a liaison among Public Works, internal departments, and external agencies; communicate with the public and outside agencies to gather, clarify, and provide information, as well as facilitate referrals.
  • Schedule, arrange, and coordinate division activities, meetings, conferences, travel, and various events; maintain a calendar of activities and resolve any conflicts in scheduling; may coordinate special events and activities for the department.
  • Establish and maintain a variety of records, reports, logs, and files; develop reports concerning new or ongoing programs and program effectiveness; gather and compile information for various reports to include statistical reports.
  • Participate in administrative duties relating to the area of assignment; compose and edit a variety of general correspondence, comprehensive reports, minutes of meetings, and agendas; verify the accuracy of the information, research discrepancies, and records.
  • 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.
  • Requisition supplies and materials; may monitor the issuance and return of department tools, equipment, uniforms, and related materials.
  • Operate a variety of office equipment, including copiers, facsimile machines, and computers; input and retrieve data and text; organize and maintain disk storage and filing.
  • May train employees on specialized software applications.
  • Develops and implements procedures, forms, and filing systems to enhance administrative efficiency, including establishing and maintaining personnel file structures, determining record retention and destruction protocols, and overseeing filing procedures.
  • Generates and prepares moderately complex departmental reports according to prescribed schedules and regulatory reporting requirements, e.g., weekly, monthly, quarterly and annually.
  • Prepares, enters, and tracks agenda items for commission meetings; coordinates timely completion of staff reports with Public Works management staff and other divisions, including scheduling departmental agenda review meetings.
  • May assist with accounts maintenance activities specific to the area of assignment, e.g., processing fees and payments, P-Card transactions, calculating fees/charges, tracking budgetary activities, and preparing payroll time records.
  • May complete data entry of employee performance evaluations and monitor overdue evaluations.
  • May serve as backup to the Senior Administrative Specialist.
  • Acts as subject matter expert of the Work Order Management System for Public Works; creates, maintains, and coordinates the scheduling of work orders applicable for departmental operations; ensures efficient coordination of inter-departmental projects.
  • Performs other duties as directed.

QUALIFICATIONS

Education and Experience:

High school diploma or equivalent. A minimum of two (2) years of experience in a related field or an equivalent combination of education, training, and experience. 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 one year of the required experience or education. Possess or be able to obtain a valid State of Florida driver's license by the date of hire.

Knowledge, Skills, and Abilities:

Knowledge of:
  • Use and operation of modern office technologies, e.g., Microsoft Office Suite, Work Order Management Systems, Accounting Software and associated applications.
  • Customer service principles in application to effective and courteous communications.

Ability to:
  • Multi-task in various areas of administrative support in a fast-paced environment.
  • Communicate effectively in both oral and written formats.
  • Accurately apply mathematical operations in budgetary/accounting-related functions.
  • Respond to, research, develop, and recommend effective solutions to a wide variety of moderately complex issues applicable to functional areas of responsibility.
  • Communicate effectively in both oral and written formats.

Supervision Received/Exercised:
  • Receives administrative direction from the Public Works Director or their Designee.
  • No supervisory responsibilities.

PHYSICAL/MENTAL DEMANDS

Tasks involve the ability to exert light physical effort in sedentary to light work, which may involve lifting, carrying, pushing, and pulling objects and materials of light weight. Tasks may involve extended periods at a keyboard or workstation. Work is performed in usual office conditions with rare exposure to disagreeable environmental factors.

WORKING CONDITIONS

Primarily office or indoor environment, with occasional exposure to outdoor environments and exposure to environmental risks. This position is considered essential for disaster recovery efforts.

The City of Cooper City, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.

The above job description reflects the general information deemed necessary to convey the primary functions of the job and shall not be construed as a detailed description of all the work requirements inherent to the position.

The physical demands described herein 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.

This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice.Learn More

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