Administrative Assistant - Operations

Homestead, City of•City of Homestead, FL

1d•Onsite

About The Position

The Administrative Assistant – Operations provides executive-level administrative and operational support to the Department Director and executive leadership. The incumbent coordinates payroll administration, personnel transactions, contract administration, executive scheduling, procurement support, and departmental administrative operations. The position serves as the primary administrative coordinator for the Director and ensures the efficient operation of executive functions within the department.

Requirements

Bachelor's degree in Business Administration, Public Administration, Accounting, Finance, or a closely related field.
Minimum of two (2) years of progressively responsible administrative experience; municipal government experience preferred.
Proficiency in Microsoft Office Suite.
Ability to prepare professional reports and correspondence.
Valid Florida Driver License.
Successful completion of a background investigation.
An equivalent combination of High School Diploma, training, and at least 10 years of experience that provides the required knowledge, skills, and abilities may be considered in lieu of the stated education and experience requirements.
The employee must successfully pass a background screening process and comply with the City’s Drug-Free Workplace policy.
The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization.

Nice To Haves

Municipal administrative operations
Payroll administration
Contract administration
Human Resources processes
Procurement procedures
Public records management
Executive office administration
Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
Excellent written and verbal communication skills
Strong organizational and project coordination abilities
Ability to maintain confidential personnel and executive information

Responsibilities

Serves as the executive administrative assistant to the Department Director.
Coordinates calendars, meetings, conferences, and executive appointments.
Prepares executive correspondence, reports, presentations, memoranda, and agenda materials.
Maintains confidential personnel and executive records.
Coordinates payroll preparation, leave reporting, overtime documentation, and timekeeping.
Reviews payroll submissions for completeness and accuracy.
Assists with onboarding, personnel actions, evaluations, and HR-related documentation.
Tracks departmental contracts, professional service agreements, and renewals.
Coordinates contract routing and execution with Procurement & Contract Services, City Attorney Office, and Finance & Budget.
Monitors insurance certificates, contract expiration dates, and compliance requirements.
Assists in preparing Commission agenda items, executive reports, and presentations.
Coordinates travel arrangements, conferences, and professional development activities.
Serves as liaison between the Director and City departments, elected officials, consultants, and external stakeholders.
Organizes departmental meetings and prepares meeting agendas and minutes.
Assists with special projects, strategic initiatives, and departmental planning efforts.
Maintains departmental records and official files.
Coordinates purchasing requests and administrative support activities.
Performs other related duties as assigned.