Administrative Assistant III - Police Internal Promotional Only

City of Plantation•Plantation, FL

2d•Onsite

About The Position

This is an exempt position which requires providing and overseeing a diverse range of support activities, demonstrating specialized knowledge, and providing comprehensive administrative, organizational, and operational support to various municipal departments of the City of Plantation. Employees are hired as AT WILL employees that serve at the pleasure of the City and may be terminated at any time with or without cause.

Requirements

Knowledge of modern office procedures, practices, and equipment.
Knowledge of the organizational structures, functions, operations, objectives and goals of municipal government.
Knowledge of the appropriate laws, rules, regulations, and procedures governing city operation and the structure and function of various city departments.
Knowledge of departmental budget coordination and preparation.
Knowledge of business English, spelling, and punctuation.
Knowledge of computer-related terminology and of data processing equipment capabilities and limitations.
Skill in computer literacy with emphasis on Microsoft Office programs.
Skill in written and verbal communication.
Skill in basic mathematical functions.
Skill in customer service.
Ability to gather and analyze both quantitative and qualitative data, draw conclusions and arrive at decisions independently in accordance with established policies and regulations.
Ability to study departmental operations, organization, programs, policies and procedures for possible adjustment in order to expedite work, affect economics, and otherwise assist in the solution of administrative and management problems.
Ability to prioritize work assignments and tasks and handle numerous objectives simultaneously.
Ability to exercise sound judgment and employ resourcefulness in analyzing and resolving problems that may arise in the dealings with contractors and owner/builders.
Ability to effectively handle stressful situations.
Ability to adhere to tight schedules while maintaining work quality.
Ability to make moderately complex arithmetical computations and tabulations accurately and with reasonable speed.
Ability to prepare special reports, usually from office records, at the request of the department director as necessary.
Ability to prepare correspondence on routine matters and perform routine office management details without referral to supervisor.
Ability to conform with and abide by all regulations, policies, work procedures, and instructions.
Ability to establish and maintain effective working relations with city officials, other city departments, supervisors, outside agencies, and the general public.
Associate’s degree or equivalent; supplemented by a minimum of 3 years of administrative support or office-related experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Valid State of Florida driver’s license.

Responsibilities

Provides general office, administrative, and/or clerical support to the assigned department and/or department head.
Receives and analyzes various relevant reports, plans, and applications for the purpose of verifying accuracy and ensures necessary copies of pertinent documents are made and distributed appropriately, e.g., statistical data, licenses, invoices, and purchase orders.
Oversees all document preparation coordinating travel arrangements, maintaining calendars, filing, duplicating and distributing material, coordinating meetings, and room scheduling.
Responds to inquiries requiring a general understanding of work policies and procedures and ensures inquiries are addressed and resolved in a timely manner.
Performs a variety of critical record management duties and manages department record retention and filing systems of relevant materials.
Plans, initiates, and completes complex administrative duties and may oversee office administration as needed.
Coordinates and assists in the departmental preparation of operating budget, requests documents reviews, and verifies budget documentation to ensure compliance with pre-established guidelines and requirements.
Types correspondence, articles, reports, statements, tabulations, purchase orders, and other material from copies, rough drafts, or voice recordings.
Prepares various routine documents, faxes photocopies, and collates materials.
Serves as a receptionist by answering routine inquiries, providing non-technical information relevant to the department, explaining well-defined departmental rules and policies, and screens and refers various office callers through the proper channels.
Operates standard office equipment, copy machines, typewriting equipment, personal computer and/or related data processing equipment.
Sorts and files correspondence, reports and other materials alphabetically, numerically or by other established classifications.
Files images forms and documents using the office filing system, and ?sorts and distributes incoming and outgoing mail and materials.?
Coordinates logistics and travel arrangements for conferences, meetings and seminars for the assigned executive level supervisor, e.g., coordinating attendance of others at meetings, location reservations, time, directions, and assembly of subject matters and travel reservations.
Resolves routine problems and responds to various departmental inquiries and prepares routine correspondence.
Schedules various appointments and meetings and provides assistance for such meetings and may serve as department timekeeper.
Performs related work as required and as directed.