Search Jobs In Hollywood

Job Description

• Approves the requisition of supplies and equipment; prepares budgets and payroll for the assigned division.
• Maintain and manage the calendars of the Division Manager (Planning or Engineering), ensuring efficient scheduling of meetings, appointments, and events.
• Designs and maintains specialized filing systems, document or library collections; maintains appointment calendar; coordinates special projects or committees as directed by superior.
• Monitor and manage the email inbox of Division Management, prioritizing and flagging important communications, and drafting responses when required.
• Schedule and coordinate meetings, prepare agendas, take minutes, and follow up on action items for division-related meetings.
• Handle incoming communications, including phone calls, emails, and in-person inquiries, ensuring timely and appropriate responses or redirection.
• Prepare and edit correspondence, reports, and presentations as requested by division leadership.
• Track incoming contracts, ordinances, and significant documents, ensuring proper review and response by the Division Manager.

• Serve as the first point of contact for both internal and external stakeholders, providing information and assistance on planning or engineering-related queries.
• Manage public inquiries regarding zoning, permitting, construction, and infrastructure, and refer more complex matters to the appropriate division leadership.
• Ensure professional and accurate responses to the public, adhering to City policies and procedures.

• Assist division leadership in identifying and implementing process improvements to enhance operational efficiency and reduce turnaround times.
• Provide administrative coordination for cross-departmental projects, ensuring proper communication and workflow between Planning, Engineering, and other City divisions.
• Track and monitor the department's budget, assisting in the preparation of expense reports and projections.

• Monitor and maintain office supplies and equipment, processing purchase orders and requisitions as needed.
• Ensure the division adheres to City policies regarding time-keeping, safety, and ethics.

• Assist in the coordination of development review processes, ensuring that applications, documents, and schedules are managed efficiently.
• Support with administrative tasks associated with ongoing planning initiatives, including but not limited to updates to the Comprehensive Plan, zoning regulations, and land-use policies.
• Organize public meetings, workshops, and hearings related to urban planning, zoning changes, and development proposals.
• Provide assistance to Boards and advisory committees.
• Maintain records and databases related to land-use applications, zoning, environmental reviews, and permits.
• Facilitate communication with developers, consultants, and community members involved in development projects.

• Provide administrative support for capital improvement and infrastructure projects, coordinating between the City Engineer, contractors, and other agencies as required.
• Manage project timelines and track key milestones and budget, preparing reports for the City Engineer on project status.
• Oversee documentation related to infrastructure improvements,.
• Support compliance monitoring for construction projects, ensuring adherence to City, state, and federal regulations.
• Oversee the Right of Way permits and Café Permit process.

• High School Diploma or GED equivalent with five (5) years of progressively responsible experience in an administrative support role, preferably in a planning, engineering, or technical office environment.
• Experience with managing executive-level calendars and communications.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools.

• Associate’s or Bachelor’s Degree in Business Administration, Public Administration, or a related field.
• Knowledge of permitting, zoning, or infrastructure.

• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

• Strong organizational skills, with the ability to manage multiple tasks and prioritize effectively for Division Management.
• Knowledge of municipal planning or engineering procedures, including permitting processes, zoning, and capital improvement projects.
• Ability to manage calendars, coordinate meetings, and handle high volumes of communication for division leadership.
• Strong written and verbal communication skills, ensuring clear and effective communication with internal and external stakeholders.
• Ability to independently manage tasks, make decisions, and propose process improvements to enhance division operations.
• Proficiency with modern office equipment and software, including project management and database tools.
• Ability to make complex decisions and interpretations in accordance with established rules, policies, and procedures.
• Ability to direct and supervise a group of subordinates in a manner conducive to full performance and high morale.
• Ability to communicate information tactfully and impartially.

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

• up to seven (7) completed years 80 hours
• more than seven (7) but less than ten (10) completed years 112 hours
• more than ten (10) but less than fifteen (15) completed years 144 hours
• more than fifteen (15) but less than twenty (20) completed years160 hours
• twenty (20) completed years and above200 hours

• General employees shall accrue eight hours of sick leave for each month worked with no limit on the amount of sick leave that is accumulated. Additionally, each fiscal year an employee shall have the option of converting a maximum of 40 hours of accrued sick leave days to personal leave, provided the employee has a balance of 96 hours after the conversion.

• Less than five (5) years 20% sick leave
• Five (5) to ten (10) years 40% sick leave
• Ten (10) or more years 70% sick leave
• Twenty (20) or more years 80% sick leave

• Upon the accumulation of 300 sick leave hours, all employees have the option of converting the next forty (40) hours of sick leave days to vacation days.
• Employees may participate in the City's Sick Leave Pool Program upon the completion of one year of employment and with a minimum accumulation of 96 hours of sick and/or vacation leave. This program entitles eligible employees to participate in extended sick leave benefits for cases involving non-work related catastrophic, or long-term illnesses, or injuries.
• General employees may receive the following holidays:

• General employees will receive two paid workdays each fiscal year (either 8 or 10-hour days) of use-it-or-lose-it time off in recognition of the importance of mental health well-being.
• General employees will be granted 40 hours of paid bereavement leave for the demise of a close family member.
• General employees will receive longevity compensation added to their base salary for the following cumulative years of service with the City:

• 5 years of service 5%
• 10 years of service 3%
• 12.5 years of service 2.75%
• 15 years of service 2%

• General employees and families shall be provided the option of coverage in the City’s health insurance plans. The City will contribute 80% of the premium for employees electing single or dependent coverage on the OAP plan and the employee will be responsible for contributing 20% of the premium; The City will contribute 100% of the premium for employees electing single coverage on the OAPIN plan. For employees adding dependents, the City will contribute 90% toward the premium and the employee will be responsible for contributing 10% of the premium. For 2024, the biweekly rates are as follows:

• Each member shall have the option of completing an annual wellness preventative physical through the City’s contracted provider currently named Life Scan with the costs of the scan paid for by the City up to $395 for each member which includes a comprehensive medical evaluation, ultrasound imaging, cardio-pulmonary assessments, vision and hearing test, and extensive laboratory blood profiles.
• General employees shall be provided group dental with $19.00 of the monthly premium costs paid by the City. There are three benefit plan offerings. For 2024, the biweekly rates are as follows:

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

• Employees will receive from the City a “use it or lose it” Health Reimbursement Account annually. The amount to the employee is determined by the employee’s medical enrollment status or if no coverage is elected then it will default to the lowest level. The level of the City contribution will be reevaluated once a year. The levels are: Single or no coverage = $400; Employee plus one = $600; and Employee plus two or more = $1000. In addition, the employee may establish and contribute to a Flexible Spending Account.
• General employees shall be provided with term life insurance of $25,000 with all premium costs 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.
• All employees will be required to contribute 8% pretax dollars to the employee’s retirement fund. Employees are vested in the retirement plan after completing seven years of service. The service retirement annuity (pension) is equal to 2.5% of the employee's average salary for the highest 130 consecutive biweekly pay periods of credited service multiplied by the employee's years of credited service. Retirement is at age 65 with seven years of service, or age 62 with 25 years of service, or 30 years of service. To file a claim for benefits under the General Pension Plan or to receive a copy of the Plan or a copy of the Summary Plan Description (SPD), contact the Pension Coordinator at 954-921-3333.
• General employees, who complete their probationary period and receive “satisfactory” or better Employee Performance Evaluations, shall be eligible to participate in the City Educational Reimbursement Program for job-related undergraduate and graduate course work. General employees should request approval prior to taking any courses. The City pays as follows to a maximum total of $3,000.00 for tuition annually:

• General employees may enter a Deferred Compensation Program through payroll deduction.
• General employees have the option of joining the Sun Credit Union.
• General employees have the option of participating in payroll Direct Deposit.
• Employees have the option of participating in Pre-paid Legal/ID Theft Protection Plans and Supplemental Insurance through voluntary payroll deductions
• General employees are eligible to participate in the City’s Work/Life Assistance Program offering a wide range of services and support.
• General employees may have access the City’s fitness facility free of charge.