Administrative Specialist II

City of Dania Beach•Dania Beach, FL

About The Position

The City of Dania Beach is seeking an Administrative Assistant II to provide administrative support to its Community Development team and assistance to members of the public. The role performs moderately complex administrative and technical support work requiring advanced administrative skills and a broad working knowledge of office systems technology, established procedures, departmental guidelines, legal requirements, and applicable regulatory standards. The position coordinates schedules, calendars, projects, and programs for the assigned unit. Work may involve sensitive or confidential matters and substantial interaction with outside agencies, administrative officials, and the public. The employee also provides customer service by responding to public inquiries, concerns, and complaints, resolving them or directing them to the appropriate department or entity.

Requirements

High school diploma or equivalent.
Minimum of two years of full-time, progressively responsible administrative support experience.
Broad working knowledge of standard computer applications and office systems technology.

Nice To Haves

Four years of full-time, progressively responsible administrative support experience.
One year of experience working in a governmental agency in a highly responsible administrative position.

Responsibilities

Update information in the New World System or equivalent software.
Process public records requests.
Answer incoming calls, respond to citizen complaints, and sort and distribute the division's incoming mail.
Generate correspondence, memos, agendas, minutes, board packages, permits, orders, requisitions, resolutions, reports, manuals, budgets, and other departmental materials.
Attend public meetings, assist planning staff as appropriate, and serve as board clerk.
Compile, prepare, and distribute daily, weekly, monthly, and annual reports, legal notices, invoices, and other departmental materials.
Arrange calendars and coordinate schedules for meetings, interviews, travel, equipment repair and service, and department functions.
Receive and review reports, plans, and forms for accuracy, and ensure relevant documents are copied and distributed as directed.
Establish and maintain department logs, budgets, records-maintenance procedures, and filing systems.
Process correspondence and forms that may be confidential or sensitive, including personnel forms, invoices, work orders, purchase orders, requisitions, and applications.
Perform computer-related tasks using standard computer applications, including word processors, database systems, spreadsheet programs, report presentation packages, calendar schedulers, electronic file maintenance, and City programs.
Perform administrative and technical tasks using automated office systems and equipment.
Serve as a liaison among supervisors, professional staff, department heads, other departments, and outside agencies by gathering and relaying information.
Provide customer service for public inquiries, concerns, and complaints, resolving them or directing them to the appropriate department or entity.