Description
When you come work for the City of Coconut Creek, although you’re assigned an employee number, you’re not treated like one. With an average of 10 years of service (some as many as 30-plus!), our employees know they can transform their careers in Coconut Creek, the “Butterfly Capital of the World.” While you're here, you’ll be treated like family and invited to participate in fun events like Public Service Recognition Week, holiday luncheons, wellness fairs, blood pressure and cancer screenings, meditation sessions, chair massages, themed dress-up days, charitable causes, and so much more!
The City of Coconut Creek has been spotlighted as one of the “Best Cities to Live in America” by Money Magazine and a Top Ten Place to Live in Florida by Movoto and NerdWallet. This past year, we were awarded the Silver Level Healthy Workplace Award by Cigna, ranked as a Healthiest Employer to Work For by South Florida Business Journal, won a Gold Level Workplace Health Achievement Award by the American Heart Association, and won a Gold Level Mental Health America Bell Seal Award. Our City is home to the Seminole Casino Coconut Creek, Butterfly World, and the Coconut Creek Promenade. Every one of our business owners and 58,000 residents relies on our awesome 450+ employees. Are you ready to be one of us?
If you are interested in making a difference in the lives of others and serving the public; if you want to be a part of an innovative, progressive, and inclusive community with a small-town personal touch; if you strive to provide exceptional, responsive, and sustainable services, consider applying to join our high-performing Coconut Creek family.
About the job: Performs senior-level administrative support work, which involves coordinating the dissemination of departmental and City information, developing filing systems, and coordinating internal administrative support work. Work is performed under limited supervision with moderate latitude. Position relies on experience and exercises independent judgment to determine the best approach by using and interpreting policies and procedures.
Hours of work: Monday through Friday, 8:00 AM to 5:00 PM. Days and hours are subject to change. (Flexing of hours to 7:00 PM on Commission Workshop Meeting nights may be required)
Rate of Pay: $23.64/hour
- For internal candidates, the actual pay rate depends on the current salary and whether the position would be a promotion, demotion, or lateral position change.
Essential Duties and Responsibilities
EXAMPLES OF ESSENTIAL FUNCTIONS:
- Composes, edits, and prepares correspondence, ordinances, minutes, reports, and other documents
- Maintains departmental records and files, which includes scanning documents and conducting records retention activities
- Monitors and processes purchasing requisitions, reconciles invoices, and provides to appropriate City department for additional further processing
- Operates a computer, photocopier, printer, calculator, facsimile machine, or other office equipment
- Performs customer service activities, which include responding to in-person or telephone inquiries, greeting the public, providing information on departmental services and functions, and directing callers to appropriate personnel
- Performs payroll functions, such as maintaining timekeeping information and processing and submitting information to Finance Department
- Prepares monthly operations and reconciliations reports, reimbursement reports, and other reports as needed
- Requisitions supplies and equipment; assists in the preparation of budget and payroll, reviews operating reports for accuracy and performance to policies and standards, and updates
- Performs administrative aspects related to the payroll and time tracking system for assigned department/division
- May provide support in the coordinating and scheduling of departmental meetings calendars
- May provide general guidance, training, and support assistance to lower level associates
- May provide customer service and act as back-up support for other City positions
- Performs other duties as assigned
Performs specific duties based on department / division assignment. For example:
Parks and Recreation:
- Handles incoming phone calls
- Requests payments and tracks renewal of licenses (music and movies), and memberships for FRPA, IFFEM, FFEA and NRPA for department to maintain current effective dates
- Disseminates information to the department administrative support personnel to improve and resolve problematic departmental issues
- Handles reservation scheduling of facilities and parks in absence of Senior Staff Assistant
- Assists in organizing department special events including the Annual Butterfly Run, and the Butterfly Festival
- Coordinates and enters all budget data as provided by the management team and adheres to scheduled deadlines
- Prepares and distributes employee call-out lists
- Maintains appointments and meetings for Director, Assistant Director and District Superintendents
- Maintains all Parks and Recreation annual memberships and certifications; enrolls active and new hired staff; deletes staff who are no longer employed
- Coordinates employee payroll for all three districts
- Manages all office records in compliance with the City’s records retention policy
- Prepares travel-related documents for employees attending off-site events
Qualifications
High school diploma or GED is required, supplemented by two (2) years of directly-related administrative support experience.
- The City reserves the right to consider alternate combinations of education, certification, training, and/or experience.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Advanced knowledge of standard office practices, procedures, equipment;, business math; and administrative support techniques
- Advanced knowledge of the English language including the meaning and spelling of words, rules of composition, and grammar
- Advanced knowledge of Microsoft Office products (Word, Outlook, and Excel) or similar computer software
- Knowledge of department and City rules, regulations, policies, and procedures.
- Skill in resolving complex problems and independent decision-making
- Ability to organize and prioritize work, as well as to balance business needs, employee needs, and business risk
- Ability to quickly and independently learn new software
- Ability to multitask while working with tight deadlines and shifting priorities
- Ability to maintain a high level of confidentiality
- Ability to clearly communicate and understand information in English, both orally and in writing
- Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
- Ability to regularly attend work and arrive punctually for designated work schedule
Supplemental Information
PHYSICAL REQUIREMENTS:
Depending on the functional area of the assignment, tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of lightweight (up to 20 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
ENVIRONMENTAL REQUIREMENTS:
Tasks are regularly performed inside without potential for exposure to adverse conditions, such as dirt, dust, pollen, odors, fumes and/or poor ventilation, wetness, humidity, rain, temperature and noise extremes, machinery and/or moving vehicles, vibrations, electric currents, animals/wildlife, toxic/poisonous agents, gases or chemicals, oils and other cutting fluids, violence and/or disease, or pathogenic substances.
SENSORY REQUIREMENTS:
Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors.
Eligibility List Criteria: An eligibility list shall be valid for six months (may be extended up to two years at the City's discretion), or until the list is abolished, whichever comes first. The list is formed based on applicants who meet the minimum qualifications. Applicants on the eligibility list will be given consideration for each vacancy. Veterans' Preference shall be awarded, pursuant to Florida Statutes.
APPLICANTS SELECTED FOR HIRE MUST SUCCESSFULLY PASS PHYSICAL, DRUG TESTING, AND BACKGROUND CHECK.
NOTE TO APPLICANTS WITH DISABILITIES: Applicants with disabilities who will need special accommodations for testing must advise Human Resources not later than one (1) week prior to scheduled testing, so that appropriate arrangements can be made.
