Senior Administrative Assistant

ESSENTIAL JOB FUNCTIONS
Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position.

As an assistant to an administrative superior or department head, composes correspondence and memorandums; arranges conferences; interprets administrative policies; relays instructions and policy and procedural decisions; acts for superior on routine matters; and may represent the superior at conferences and meetings, including contacts with outside agencies.
Identifies problems or factors inhibiting the effective accomplishment of departmental or city-wide goals and objectives; determines requirements and scope of necessary study considering objectives and problems to be solved; collects data; analyzes data; develops alternatives and makes specific recommendations to superior; may assist in implementation of recommendations.
Makes presentations utilizing charts, slides and other visual support devices.
Acquires and disseminates information concerning work methods and procedures, organization, work controls and similar management functions.
Conducts fact-finding interviews, observes operations, consults with and explains to management recommendations made for changes in work operations and other key actions proposed.
Prepares a variety of written documents including study plans, special and regular reports, systems and organizational analysis, workflow charts, etc.
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.
Provides oversight to the FixitFTL process; manage high volume of complaints from neighbors, other governmental agencies, neighborhood associations, and other various stakeholders of the City.
Routes and dispatches work requests to appropriate internal and external departments, ensure follow-up and close out of each FixitFTL request.
Liaison between neighbors, HOA presidents, Broward County and city staff regarding complaints submitted through the FixitFTL system.
Schedules and sets up internal and external meetings, takes minutes, and tracks resulting actions required.
HR timekeeping/payroll tasks.
May be assigned to direct various phases of departmental administrative operations.
Performs related work as required.
JOB REQUIREMENTS, PREFERENCES & WORK ENVIRONMENT
MINIMUM JOB REQUIREMENTS:
Must be a current, full-time, permanent employee of the City of Fort Lauderdale.

Bachelor’s Degree from an accredited four-year college with major coursework in business or public administration, or a closely related field.

Three (3) or more years of paid, full-time work experience primarily involving one or more of the following:

the analysis, planning and development of programs, policies, operations, methods and/or procedures;
the evaluation of program and operation effectiveness;
the development of revised administrative practices in order to meet program, policy, organizational or legislative change,
to expedite work, to effect economies of time, money, personnel and equipment, or
to otherwise assist in the solution of administrative and management problems.
Additional qualifying work experience may be substituted on a year-for-year basis for the required college education.
Intermediate or higher-level proficiency in Microsoft Word and Excel.
City employees seeking Veterans’ Preference must demonstrate re-deployment since joining the City. Candidates must attach to the application a copy of military separation papers (DD214) and service-connected disability documentation (if applicable) to meet eligibility requirements as stipulated by Florida Statues. For additional information, please refer to the Florida Department of Veterans’ Affairs. (https://floridavets.org/benefits-services/veterans-preference/)

PREFERRED QUALIFICATIONS:
Prior government experience
General knowledge of transportation and multi-modal operations principles and practices
Experience working as the direct support of a Department Director, Deputy Director, or Division Manager and for multiple people
HR timekeeping tasks with familiarity with Kronos, UKG and INFOR systems.