ADMINISTRATIVE ASSISTANT I (GRANTS)

Description

NATURE OF WORK

This classification involves performing various administrative functions in supporting staff and / or governing boards in addition to supervisor for an assigned area of the City.

• An employee in this position, depending on assigned department : relieves supervisor of non-policy clerical tasks; coordinates arrangements for meetings;
• maintains calendars; attends, takes minutes, and / or transcribes meeting minutes; assists in budget preparation; conducts research;
• composes reports; handles assigned projects; and orders supplies. This position also assigns work to other clerical staff as needed;

assists with inquiries; provides technical assistance to others; and delivers training to others.

Examples of Duties

ESSENTIAL JOB FUNCTIONS

Coordinates, manages, monitors, and analyzes assigned special projects and programs; evaluates effectiveness and efficiency;

makes recommendations for improvements; and receives and resolves complaints and concerns regarding projects and programs.

Provides technical assistance to other personnel in implementing new or modified systems, methods, or procedures; prepares detailed written procedures and new or revised forms;

develops plans for implementation; conducts necessary training of personnel regarding new or revised methods; and monitors and observes results achieved.

• Relieves supervisor of clerical and administrative details in matters not requiring policy decisions concerning organizational activities and established policies and procedures.
• Composes correspondence, reports, memoranda, forms, etc.; interprets administrative policies; relays instructions and policy and procedural decisions;

and represents supervisor at conferences and meetings, including contacts with outside agencies.

• Participates in the formulation, preparation, and control of department budgets through the following : compiling and analyzing financial information;
• coordinating the preparation of budget narratives; making budget projections; preparing budget-related documents and charts;

preparing and / or supervising preparation of budget reports; and conducting and supervising cost analysis and budget impact studies, etc.

• Takes and transcribes materials from recording media; attends meetings, conferences, and governing boards as recording secretary.
• Researches and compiles data from a variety of sources in connection with special reports, budget preparation, and other matters;

assembles materials for supervisor's reply to correspondence demanding personal attention

Assists in preparing drafts of rules and regulations pertinent to the entire City or to the particular department assigned;

prepares a variety of written documents including study plans, special and regular reports, systems and organizational analysis, work flow charts, etc.

• Receives, processes, and maintains accurate records for assigned department; assists with public record requests as assigned.
• Greets visitors; answers phones; monitors visitors' manual / electronic log; logs information in / out; answers phones;

and processes department mail.

• Tracks documents / activities and follows-up in assigned areas.
• Renews vehicle registrations; monitors GPS system; monitors P-cards; makes travel arrangements; notarizes documents; and processes reimbursements as assigned.
• Oversees specific tasks based on department assignment such as administering typing tests to applicants.
• Orders supplies; processes purchase requisitions; and monitors administrative and specialized budgets for assigned area.
• Operates and performs minor maintenance on office equipment such as copiers.
• Performs related work as required.

Requirements

EDUCATION

• Graduation from an accredited high school, vocational school or possession of a G.E.D equivalency diploma
• PROOF OF HIGHEST LEVEL OF COMPLETED EDUCATION MUST BE SUBMITTED AS AN ATTACHMENT WITH APPLICATION. (Applications without attached proof of education will not be processed for consideration.)

EXPERIENCE AND TRAINING

• Three (3) years of work experience performing administrative functions in an office setting
• Two (2) years of experience as an administrative assistant or Administrative Support IV with the City of Sunrise
• An acceptable combination of education, training and professional experience
• Experience must have included administrative support and duties such as calendaring meetings, answering multiple phone lines, composing professional email communications, taking meeting minutes, utilizing specialized software to enter invoices, requisitions, and other financial data, researching problems / issues, the exercise of judgment and discretion in presenting recommendations and solutions, and independently composing memoranda, reports, and other correspondence
• Tyler Munis experience preferred
• Proficiency with Microsoft Word and Excel required
• Experience in grant funded relief programs, including program documentation requirements preferred

NECESSARY SPECIAL REQUIREMENTS

• Qualified candidates must successfully pass assessments in Micrsoft Word, Excel, and Keyboarding
• Ability to fluently speak, read, and write in Spanish.

PHYSICAL REQUIREMENTS

Physical :

Light physical effort in work, which may involve some lifting, carrying, pushing and / or pulling of objects and materials up to twenty (20) pounds.

Descending and climbing stairways and extended periods of sitting and standing o may be required

Work Environment :

Work is performed primarily in a standard office environment or in the field. Tasks are regularly performed without exposure to adverse environmental conditions

Sensory :

The ability to perceive and differentiate visual cues or signals. Tasks require the ability to communicate orally and in writing.

Supplemental Information

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of executive administrative assistant methods, techniques, and procedures
• Knowledge of modern office procedures, practices and equipment
• Knowledge of executive protocol and the proper order of etiquette in conducting administrative assistant activities with responsible City and other officials
• Ability to acquire knowledge of the structure and function of various City departments
• Ability to acquire knowledge of supervisory principles and practices
• Ability to operate a personal computer and other office machines with accuracy and speed
• Ability to express ideas clearly and concisely, verbally and in writing
• Ability to establish and revise office policies and procedures
• Ability to research and develop information from a variety of sources
• Considerable knowledge of the functions, processes and principles of management
• Considerable knowledge of the techniques and methods used in administrative analysis
• Knowledge of the organizational structures, functions, operations, objectives and goals of municipal government
• Knowledge of appropriate laws, rules, regulations and procedures governing City operation
• Knowledge of computer-related terminology and of data processing equipment capabilities and limitations
• Ability to gather and analyze data and draw conclusions
• Ability to supervise a staff of subordinate professional and clerical personnel
• Ability to prepare detailed written reports and procedures
• Ability to persuasively support recommendations both orally and in writing
• Ability to select and / or devise analytical techniques and methods suited to the solution of management problems
• Ability to manage projects effectively and meet deadlines
• Ability to manage multiple, high-priority assignments
• Ability to communicate effectively and persuasively, both verbally and in writing to individuals as well as groups
• Ability to establish and maintain effective working relationships with City officials, other City departments, fellow employees, supervisors, outside agencies, and the general public
• Ability to withstand pressure of competing priorities and varied responsibilities and works efficiently and effectively to develop win-win solutions

BENEFITS PACKAGE SUMMARY

GENERAL EMPLOYEE

HIRED ON OR AFTER 10 / 1 / 18

The description of benefits for which, an employee may be eligible have been generally summarized in this information sheet for your convenience;

however, you must refer to all applicable City ordinances, collective bargaining agreements and / or plan documents for specific terms and conditions.

These benefits may be affected by future changes in policy, collective bargaining, City ordinances and / or legislative actions.

The City reserves the right to increase, modify, decrease or eliminate benefits at any time. No benefit is created or maintained simply based on this document, and its contents do not give rise to any contractual rights related to continuing employment or receipt of benefits between the City of Sunrise and its employees.

The information contained herein supersedes any prior benefit sheet(s).

The City of Sunrise is an economic powerhouse in western Broward County encompassing more than 18 square miles. As the host of Sawgrass International Corporate Park - the largest business park in South Florida - Sunrise has its own flourishing job market and currently employs approximately 1,100 employees and numbers continue to rise.

The City takes a very active role in business development, recruitment and prides itself on creating job opportunities for its residents.

There are very few communities of similar size that welcome the tens of millions of visitors that we do here in Sunrise, or that can boast the magnitude of regional assets found in our City.

Our City shines and we understand in order to shine brighter; we must continue to recognize our employees as one of our most valuable assets.

The City of Sunrise takes great pride in recruiting future employees and developing and retaining current ones by offering our comprehensive compensation and benefits package throughout an employee's career.

City-Paid Medical Benefits :

Group Health Insurance : The City pays for 100% of the cost for single coverage for

full-time employees and 66.66% of cost for Dependent / Family Coverage. Upon retirement and separation from City employment, employee receives a monthly stipend of $350 per month, applicable toward retiree health coverage.

• Life Insurance : $30,000
• Accidental Death & Dismemberment (AD&D) : $10,000
• Employee Assistance Program (EAP) through Cigna Behavioral

Retirement :

• Employee Contribution 8%
• Vesting 10 Years
• Normal Retirement Benefit 2.5% of pensionable earnings for each year of

creditable service

• Average Final Compensation (AFC) 3 best consecutive earning years
• Maximum Benefit 80% of AFC, not to exceed $80,000.
• Normal Retirement Age 62 and ten (10) years of creditable service
• Early Retirement Age 57 and ten (10) years of creditable service, 3% annual reduction for each year prior to normal retirement age
• 13th check based on monthly retirement, payable if the pension plan funding status is

equal to or greater than 100%. Paid in December each year following retirement

• Deferred Retirement Option Plan (DROP) 4 years / 48 months maximum
• DROP Interest Rate 4%, compounded annually

Longevity :

Based on successful completion of full-time, continuous service with the City, employee shall receive the following :

Years of Creditable Service Longevity Benefit*

10 Years 2.5%

15 Years 2.5%

20 Years 5.0%

Longevity Benefit calculated on employee's base rate of pay

Paid Holidays :

Employees receive the following City-paid holidays :

• New Year's Day Veterans' Day
• Martin Luther King Day Thanksgiving Day
• Memorial Day Friday after Thanksgiving
• 4th of July, Independence Day Christmas Day
• Labor Day

Annual Leave :

Annual leave may be taken as earned after completion of (90) calendar days. Maximum accumulation each fiscal year is 290 hours.

At time of resignation or retirement, employee is paid for all annual leave accrued at their current rate of pay. Annual leave is accrued based on continuous, full-time service with the City, as follows :

Completed Months of Service Total Hours / Days Accrued Annually

Up to and including first 60 months 96 hours / 12 Days

Greater than 60 months through 120 months 136 hours / 17 Days

Greater than 120 months through 204 months 176 hours / 22 Days

Greater than 204 months 216 hours / 27 Days

Annual Leave Cash Out :

Employee can opt to receive a non-pensionable cash payment twice per year for up to forty (40) hours of annual leave, provided accrued annual leave bank does not fall below eighty (80) hours.

Floating Holidays :

Upon completion of (26) weeks of full-time employment with the City, employee shall be entitled to utilize up to five (5) floating holidays per fiscal year.

Floating holidays shall not

carry over to the next fiscal year.

Perfect Attendance :

For every six (6) months period (April 1 - September 30) and (October 1 - March 31) in which, no sick or unpaid leave is utilized, an employee shall receive ten (10) hours of annual leave credited.

Employees who qualify for a consecutive Perfect Attendance benefit shall receive fourteen (14) hours of annual leave credited for each applicable consecutive earning period.

Sick Leave :

Each employee earns (96) hours (12 days) of sick leave annually with no waiting period for use and unlimited accrual. Upon separation of City employment due to resignation, employee shall receive payment of all accrued sick leave at a rate of twenty-five percent (25%) of the employee's current rate of pay at time of resignation.

Upon separation of employment due to retirement, employee shall receive payment of all accrued sick leave at a rate of fifty percent (50%) of the employee's current rate of pay at the time of retirement.

Sick Leave Conversion :

After completion of one (1) year of continuous, full-time employment with the City, an employee may convert their unused portion of their first six (6) days (maximum of forty- eight (48) hours) of accrued sick leave into annual leave.

Conversions are subject to the following : A minimum of 96 unused sick leave hours accrued prior to hours being converted, total eligible sick leave hours to be converted shall be reduced hour-for-hour by any sick leave hours utilized during the eligible benefit period, and conversion subject to annual leave accrual cap.

Bereavement :

Qualifying City-paid Bereavement Leave as follows :

• In State Up to 3 Days
• Out of State Up to 5 Days

Tuition Reimbursement :

After one (1) year of full-time employment

• 100% reimbursement for a grade of A or B
• 50% reimbursement for a grade of C
• $250 books / lab reimbursement per semester

Credit Union :

We Florida Financial Bank & Credit Union - 8890 NW 44th Street, Sunrise, FL. 33351

Optional Voluntary Benefits (paid by the employee) :

• Single or Family Dental Insurance Coverage
• Single or Family Vision Insurance Coverage
• Accident Advantage
• Life Insurance Coverage
• AD&D
• Short Term Disability
• Critical Care Protection
• Cancer Protection Assurance
• Mission Square Retirement Compensation Programs

o 457 Deferred Compensation Plan

o 401(a) Governmental Purchase Plan : Newly hired

Please describe your highest level of education completed. PROOF OF THE HIGHEST LEVEL OF COMPLETED EDUCATION MUST BE SUBMITTED AS AN ATTACHMENT WITH APPLICATION.

Applications without attached proof of education will not be processed for consideration.)

• No High School / GED
• High School / GED
• Some College
• Associate's Degree
• Bachelor's Degree
• Master's Degree
• Doctoral Degree

Please describe how many years of experience you possess in performing administrative functions.

• No Experience
• Less than 1 year
• 1 -2 years
• 3-4 years
• 5-6 years
• 7-8 years
• 9-10 years
• 11+ years

Do you possess the ability to speak, read, and write in both English and Spanish?

Are you proficient with Microsoft programs including Word and Excel?

Required Question

Agency City of Sunrise

Address 10770 W. Oakland Park Blvd.

Sunrise, Florida, 33351

Phone 954-838-4522

Website http : / / agency.governmentjobs.com / sunrisefl / default.cfm