New Job Administrative Assistant Ii In Florida

Under direction of a department or office director or the top executive of the organization, performs advanced clerical and diverse administrative work. Extensive knowledge of the department and excellent keyboard skills are crucial to this position. Duties include a variety of specialized secretarial tasks and heavy public contact work. The incumbent may supervise four to ten (4 - 10) office support staff. Incumbents have broad latitude in decision making and can answer most policy questions without review by a superior. Work is reviewed through conferences and written reports for results obtained.

(Serves in a Confidential capacity to Police Chief; Director of Financial Services; Fire Chief; Director of Public Utilities; Director of Public Works; Director; Parks, Recreation & Cultural Arts; Director, Planning & Development Services; Assistant City Manager; Director, Office of Human Resources and Risk Management; Director, Information Technology; Director, Office of Parking & Intergovernmental Affairs; and Director, Public Affairs & Marketing)

What are the job responsibilities? What are some examples?

• Reviews the requisition of supplies and equipment, prepares budgets and payroll, checks operating reports for accuracy and conformity to policy and standards, and updates publications.
• Creates, edits and prepares correspondence. Invoices; statements; permits; and other departmental documents including letters and proposals related to the collective bargaining process.
• He serves in a supportive role to the Department/Office head regarding the preparation of correspondence and reports related to collective bargaining.
• A computer, photocopier, printer, calculator, microfilm, telephone or typewriter operate.
• Creates and maintains specialized filing systems, document or library collections, maintains appointment schedules, coordinates special projects or committees as directed by superior.
• Responds to telephone or in-person inquiries, greets the general public, contractors and city officials, answers various inquiries personally, provides information on departmental services and functions.
• Research, collection and compilation of data for administrative and financial reports, agendas--bills, questionnaires, agreements--plans and documents.
• Supervises, assists and trains clerical personnel, schedules and reviews the work assignments of the departmental staff.
• Develops and revises office procedures, recommends hiring, discipline and promotion actions, and approves overtime, sick leave and vacations. '
• He acts as a liaison between the departments' senior and subordinate officers and the general public.
• Effectively and positively representing the City in working with colleagues, customers or employees irrespective of gender, race, religion, age, disability, political affiliation or belief, sexual orientation.
• Establish and maintain effective working relationships with co-workers, supervisors, and managers.
• Performs related work only as required for this position description.

The Requirements

EDUCATION/EXPERIENCE:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required:
High School Diploma or GED and some college coursework; supplemented by six (6) years of progressively responsible departmental work experience or a Bachelor’s Degree in Business Administration, Public Administration or related field and one (1) year of extensive departmental experience; or an equivalent combination of training and experience. Experience must include the use of computers and standard software applications such as Word, Windows and Excel. Excellent keyboard skills at a rate of 60 WPM corrected as directed by departmental needs.

Preferred:
Bachelor's Degree or college level course work in business, public administration, computer applications or any related field; an equivalent combination of training and experience.

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

CERTIFICATES, LICENSES, REGISTRATIONS:
Administrative Assistant/Secretarial Certifications, Certified Professional Assistant Certification, Microsoft Word Microsoft Excel and Microsoft Outlook, AICP, LEED AP, AIA, Notary Public License.

• Valid driver's license: With proof of automobile insurance.
• background check: Must have an acceptable background record.
• Abstract: Must have an acceptable driving record.

KNOWLEDGE, SKILLS, ABILITIES:

• Knowledge of modern office terminology, methods and practices.
• What is knowledge of modern information systems, spreadsheets, database management and software.
• The knowledge of all municipal and state rules, regulations, and procedures.
• What is knowledge of modern management practices and principles?
• The skill in operation of modern office equipment.
• What are the skills required to work within these limits?
• How can I understand and follow complex oral, written instructions?
• The ability to ensure confidentiality in matters related to the collective bargaining process.
• How do I maintain effective working relationships with fellow employees, superiors, subordinates, contractors, city officials and the general public?
• Can make complex decisions and interpretations in accordance with established rules, policies, and procedures.
• How do I direct and supervise a group of subordinates in a manner conducive to full performance and high morale?
• How can I communicate effectively and impartially?
• How do I maintain effective and professional relationships with work colleagues, supervisors, and the public?

PHYSICAL DEMANDS:
The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert 10 to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require fingering: picking, pinching, typing, or otherwise working, primarily with fingers rather than with the whole hand as in handling. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:
Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.

The Examination

Required Education and Background Information What are some examples? Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.

Examination: Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.

You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.

Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.

Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.

Special needs: communication and accommodation. Request details? The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination.

Veteran's Preference: The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the Florida Department of Veterans' Affairs.

Additional Information

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.

EMPLOYMENT OF RELATIVES: The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions:

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list, he said.
• The relative must be among the top three ranked candidates available on the certification eligibility list, unless expanded by the civil service board.
• The director of the office of human resources, or the director, must prove that it is in the best interests of the city of Hollywood to hire the relative of a public officer or employee.

As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.

REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.

All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).

The City of Hollywood is an Equal Opportunity/Equal Access employer.

Sum of benefits for the employee. SUMMARY OF BENEFITS?

• All regular full time employees shall accrue paid vacation after their employment anniversary date. Employees who work 40 hours per week may take vacation leave as follows:

• up to seven completed years = 8 hours :)
• More than seven (7) but less than ten years completed = 112 hours :]
• More than 10 (10) but less than 15 years completed = 144 hours *
• More than 15 (10) but less than 20 years completed = 16 hours *
• 20 completed years and above = 200 hours.

Confidential employees shall be required to use fifty percent (50%) of their vacation accrual but shall not be required to use more than eighty (80) hours during the vacation year for which it is earned, or it will be lost at the end of the vacation year. In individual circumstances, the Human Resources Director may determine vacation that is unable to be used may remain in the employee’s bank and be extended for use, up to an additional ninety (90) days. Should the Human Resources Director approve the request, the remaining vacations days must be used within the approved extension or will be lost.

At the end of each vacation year, all Confidential employees with unused vacation may carry over and utilize such unused vacation during the next fifteen (15) month period following the vacation year in which such vacation time was earned. Cash payment of unused vacation time at the end of the fifteen (15) month period will be limited to 50% of the employee’s annual accrued amount. Such leave that is liquidated by cash payment shall be paid at the employee's rate of pay when the vacation time was earned.

• Confidential employees shall be allowed eight hours of paid leave per month, with no limit on the amount of paid leave that can be accumulated. Each fiscal year an employee may have a maximum number of 40 hours of personal leave, provided the employee has a balance of 96 hours after the conversion. '

Accrued sick leave shall be terminally paid at the following rates in relationship to years of service with the City:

Accrued Sick Leave Payout

• Less than five years of sick leave is 20 %.
• 5 (5) to 10 years of sick leave:
• Ten (10) or more years of sick leave is 80%.

• After the accumulation of 200 sick leave hours, all employees have a choice to convert their next forty (40) days into vacation days.

• The city's Sick Leave program allows employees to take extended sick leave benefits for cases involving non-work related catastrophic or long-term illnesses, or injuries. This program is open until the completion of one year of employment and requires a minimum accumulation of 96 hours of sick and/or vacation leave.

• Confidential employees may be given the following holidays: )

New Year's Day | Martin Luther King, Jr.'s Birthday | President's Day | Memorial Day | Juneteenth | Independence Day | Labor Day | Veteran's Day | Thanksgiving Day | Day after Thanksgiving | Christmas Eve | Christmas Day | New Year's Eve

• Confidential employees shall accrue 40 hours of personal leave per year. In the first year, employees hired after October 1 through February 1 will not accrue any personal leave during their first personal leave year beginning on September 30.

• Confidential employees will receive two paid workdays each fiscal year (or 10 hour days) of use or lose time off in recognition of the importance of mental health and well-being.

• The company will give employees 40 hours of paid bereavement leave for the death of an immediate family member.

• For the following cumulative years of service with the city, anonymous employees will receive longevity compensation added to their base salary.

• 5 years of service : 5%
• Ten years of service = 3 %
• 12 years of service 2.75 %
• 15 years of service 2%.

• The city will contribute 100 % of the premium for employees electing single coverage on OAPIN plan, and employee will be responsible for 10 %. For 2023, the biweekly rates are as follows: The city shall provide insurance to employees who elect single or dependent coverage in the health insurance plans:

Registration is free, but space is limited.
Employee Only | $82.68 | $0
Employee +1 | $165.36 | $37.01
Employee + 2 or More | $264.57 | $81.42

• Each member shall have the option to complete an annual preventative physical exam through a city-contracted provider, LifeScan, with the cost of the exam being paid for by the city up to $395, which includes a comprehensive medical evaluation, ultrasound imaging, a cardio-pulmonary assessment and extensive laboratory blood profiles.

• Confidential employees shall be provided with group dental benefits at a cost of $1.9 million per month for the year 2020. There are three benefit plan offerings:

Enrollment Tier | Dental DPPO Low | Dental DPPO High DPPO Wants to Buy Up?
Employee Only | $5.17 | $21.37 | $25.11
Employee +1 | $14.80 | $40.68 | $46.82
Employee + 2 or More | $23.69 | $58.51 | $66.86

• Confidential employees shall have the option to purchase vision coverage through payroll deductions. Three plans are offered.

Enrollment Tier | VSP Option 1 | VSP Option 2 | VSP Option 3
Employee Only | $2.36 | $3.87 | $4.44
Employee +1 | $4.73 | $7.73 | $8.87
Employee + 2 or More | $7.61 | $12.45 | $14.28

• The amounts are $400, employee plus 1 = $600 and employee minus 2 = $ 1000. The amount to be paid to the employee is determined by the employer's medical enrollment status or if no coverage is selected then it will default to a lower level once a year. In addition, the Employee Health Clinic may also benefit from this benefit.

• The city and the employee will make contributions into the employee's Retiree Health Savings Account based on the employees' years of service as follows:

• From 1 - 9 years of service, $10 per week.
• From 10 to 19 years of service, from $26 to $37 per week.
• 20 or more years of service = $35 per week.

• Confidential employees will be provided with term life insurance of $25,000 per year, paid by the city. Employees shall have the option of purchasing additional term-life insurance at group rates up to an additional maximum amount of $475,000.

• The retiree age is 8 percent of the employee's average salary multiplied by the employee years of service. Employees are vested in the retirement plan after completing seven years, according to a statement from the General Pension Plan spokesman, John Hines.

• Confidential employees are eligible to apply for tuition reimbursement in accordance with the following guidelines :

Graduate Benefit
Grade of B or Better 100% Reimbursement at State tuition rates
Grade of Pass 100% Reimbursement at State tuition rates

Undergraduate Benefit
Grade of C or Better 100% Reimbursement at State tuition rates
Grade of Pass 100% Reimbursement at State tuition rates

Reimbursement may not exceed $3,000 for any employee in any one fiscal year. Any coursework eligible for reimbursement must have a direct relationship to the job requirements of the employee’s position.

Reimbursement may only be provided for attendance at an accredited college or university. Employees enrolled in a technical or vocational institution shall not be eligible for tuition reimbursement under this program.

Reimbursement shall be available for books and course fees subject to the approval of the Department/Office Director and City Manager or designee. Tuition is subject to the approval of the Department/Office Director and City Manager or designee.

Employees who receive benefits under this program, who voluntarily leave the City's employment within two (2) years of receiving such benefit, shall be responsible for reimbursing the City for the entire cost of this benefit.

To the considered for Educational Reimbursement, all coursework must be properly approved prior to the beginning of the class by the Department/Office Director and the City Manager or designee.

• Confidential employees may enter a Deferred Compensation Program through a payroll deduction.
• Confidential employees have the option of joining the Sun Credit Union.
• Confidential employees have the option of participating in direct payroll deposits.
• employees have the option of participating in Pre-paid Legal/ID protection plans and Supplemental Insurance through voluntary payroll deductions.
• Confidential employees are eligible to participate in the city's Work/Life Assistance Program, which offers a wide range of services and support.
• Confidential employees may access the City's fitness facility free of charge.