Senior Staff Assistant - Fire Rescue Department

When you come work for the City of Coconut Creek, although you’re assigned an employee number, you’re not treated like one.  With an average of 10 years of service (some as many as 30-plus!), our employees know they can transform their careers in Coconut Creek, the “Butterfly Capital of the World.”  And in the days, months, and years in between, you’ll be treated like family and invited to participate in fun events like Public Service Recognition Week, Halloween costume contests, holiday luncheons, wellness fairs, meditation sessions, chair massages, themed dress-up days, charitable causes, and so much more!
 
The City of Coconut Creek has been spotlighted as one of the “Best Cities to Live in America” by Money Magazine and a Top Ten Place to Live in Florida by Movoto and NerdWallet.  This past year, we were awarded the Honorable Culture of Well-Being by Cigna and ranked #7 Healthiest Employer to Work For in the medium-sized company category by South Florida Business Journal.  Our City is home to the Seminole Casino Coconut Creek, Butterfly World, and the Coconut Creek Promenade.  Every one of our business owners and 58,000 residents rely on our awesome 400 employees.  Are you ready to be one of us?
 
If you are interested in making a difference in the lives of others and serving the public; if you are innovative, progressive, dedicated, and looking for a workplace where you belong, consider applying to join our Coconut Creek family.   

Position Summary:
Performs senior-level administrative support functions, which involve coordinating the dissemination of departmental and City information, developing filing systems, and coordinating internal administrative support work. Work performed is both routine and non-routine administrative support duties as dictated by the nature of the work area. The position is distinguished from that of Staff Assistant by the degree of accountability of the work.  Work is performed under general supervision with limited latitude.  Position exercises some judgment in accordance with well-defined policies, procedures, and techniques.

*Hours of work: Monday through Thursday, 7:00 AM to 6:00 PM.  Days and hours are subject to change.

Rate: $18.79/hourly

• Note for internal candidates, the actual pay rate depends on current salary and whether the position would be a promotion, demotion, or lateral position change.

EXAMPLES OF ESSENTIAL FUNCTIONS:

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the classification. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.
 

• Performs a wide variety of complex administrative support duties, e.g., customer service tasks; relaying and resolving routine telephone and/or walk-up inquiries; scheduling appointments, calendar items, and meetings; generating a variety of standard documents and correspondence; processing forms manually and online; performing data entry into various systems, and establishing and maintaining records in accordance with the State of Florida public records retention schedule; duties will vary based upon assigned department
• Receives all incoming telephone calls, answers general inquiries and forwards to the appropriate person, or division, or takes and routes a clear and concise message
• Receives, processes, and/or prepares standard materials as required by the assigned department, e.g., correspondence, memos, agendas, minutes, charts, permits, legal documents, orders, budget documents, requisitions, travel requests, ordinances, reports, manuals, work orders, grants, department-specific logs and/or inventories
• Handles inquiries and complaints from residents with professionalism and tact
• Greets all customers with a friendly demeanor and graciously directs to the appropriate staff member
• Provides general information and assistance to customers; routes for follow-up when needed
• Receives, sorts and distributes incoming mail to appropriate areas
• Scans, photocopies, and distributes a diverse range of City documents
• Prepares spreadsheets and PowerPoint presentations as needed
• May be required to assist in budget preparation and submission of financial documents
• Maintains, organizes, scans, and indexes records and files as required by the assigned department in compliance with the State of Florida public records retention
• Assists in processing and coordinating public records requests in accordance with State of Florida Public Records Law and City requirements
• Assists in organizing department and/or City events as needed
• Consistently interacts with a variety of people including, but not limited to, City employees, executive staff, managerial staff, the general public, etc. with a professional and courteous demeanor
• Punctuality and regular attendance are essential functions of this position
• Performs other related duties as assigned and/or required

Performs specific duties based on department/division assignment.  

Fire Rescue:

• Enters and coordinates completion of help desk and work order requests.
• Processes p-card transactions and purchasing requisitions, and p-card reports
• Maintains accurate information on City website
• Prepares quarterly and annual reports for distribution
• Maintains organization of front main desk
• Responsible for payroll and timekeeping entry and reconciliation using E-Leave and Vector Scheduling software
• Serves as back-up to Administrative Assistant as Department records custodian
• Orders all office supplies and maintains inventory
• Prepares travel related documents for submission to the City’s Finance Department
• Assists with records, permitting, budget review, event scheduling, and coordinating Community Risk Reduction activities
• Provides administrative support to the Community Risk Reduction team by researching, updating, and maintaining community inspection records, routing calls/inquiries, and assisting staff with scheduling routine inspections
• Works resiliently, adapting to a range of diverse tasks, and remaining positive when faced with uncertainty and unexpected changes in priorities/circumstances
• Solves problems through planning & analysis, exercising good judgement and choosing best solutions after reviewing all available information
• Pays attention to detail by checking work for accuracy, and performing routine tasks with care and attention; is highly organized
• Sets priorities and understands one’s decision-making authority, and uses best approach to make effective decisions in a timely fashion; is proactive
• Maximizes current and new technological capabilities relevant to functional area to improve business processes, support workflow, and advance efficiencies; develops and maintains a working knowledge and up-to-date technological skill set; leverages technology
• Must have Notary Public Certification (May obtain within first 30 days of employment)

MINIMUM QUALIFICATIONS:

High school diploma or GED is required, supplemented by two (2) years of directly-related administrative support experience.

*The City reserves the right to consider alternate combinations of education, certification, training, and/or experience.



 KNOWLEDGE, SKILLS, AND ABILITIES: 
 

• Knowledge of standard office practices, procedures, equipment, business math, and administrative support techniques
• Knowledge of the English language including the meaning and spelling of words, rules of composition, and grammar
• Knowledge of Microsoft Office products (Word, Outlook, and Excel) or similar computer software
• Knowledge of department and city rules, regulations, policies, and procedures
• Skill in resolving complex problems independently
• Ability to organize and prioritize work, as well as to balance business needs, employee needs, and business risk
• Ability to quickly and independently learn new software
• Ability to multi-task while working with tight deadlines and shifting priorities
• Ability to maintain a high level of confidentiality
• Ability to clearly communicate and understand the information in English, both orally and in writing
• Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work
• Ability to draft letters, memorandums, and notices
• Ability to provide excellent customer service
• Ability to regularly attend work and arrive punctually for designated work schedule

PHYSICAL REQUIREMENTS:

Depending on the functional area of the assignment, tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of lightweight (up to 20 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
 

ENVIRONMENTAL REQUIREMENTS: 

Tasks are regularly performed inside without potential for exposure to adverse conditions, such as dirt, dust, pollen, odors, fumes and/or poor ventilation, wetness, humidity, rain, temperature and noise extremes, machinery and/or moving vehicles, vibrations, electric currents, animals/wildlife, toxic/poisonous agents, gases or chemicals, oils and other cutting fluids, violence and/or disease, or pathogenic substances.
 
SENSORY REQUIREMENTS:

Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors.

Eligibility List Criteria: An eligibility list shall be valid for six months (may be extended up to two years at the City's discretion), or until the list is abolished, whichever comes first. The list is formed based on applicants who meet the minimum qualifications. Applicants on the eligibility list will be given consideration for each vacancy. Veterans' Preference shall be awarded, pursuant to Florida Statutes.

APPLICANTS SELECTED FOR HIRE MUST SUCCESSFULLY PASS PHYSICAL, DRUG TESTING, AND BACKGROUND CHECK.

NOTE TO APPLICANTS WITH DISABILITIES: Applicants with disabilities who will need special accommodations for testing must advise Human Resources not later than one (1) week prior to scheduled testing, so that appropriate arrangements can be made.

Salary : $19