POSITION SUMMARYThe City of Fort Lauderdale employees possess a passion for public service demonstrated by a high degree of enthusiasm, self-reliance, and job proficiency. They effectively convey the vision and mission of the organization and provide excellent service and satisfaction to our internal and external customers.
The Senior Administrative Assistant will provide eligible sworn and professional staff opportunities to work special detail assignments, establish control and coordination of off-duty employment, ensure integrity and accountability, ensure off-duty employment does not interfere with an employee’s official responsibilities, and ensure opportunities for additional special detail assignments are fairly distributed among qualified Police Officers. Under the general supervision of the manager, this position will perform advanced clerical work which involves moderately complex work methods and problem solving related specifically to the operations of Special Details. This position is available ONLY for Internal Police Department Employees. The position plans, develops, analyzes, evaluates, advises on, and improves various management control systems, programs and policies, work methods and procedures. At the direction of an administrative superior, this employee may analyze and evaluate major segments of the organization and, based on study findings, develop recommendations and advice to management for the purpose of improving the effectiveness and efficiency of programs and operations management.
Under administrative direction, employee is required to exercise extensive initiative and independent judgment, and to work effectively with the public, City officials and others. Employee must also apply specialized and/or technical knowledge and experience through the interpretation and completion of administrative assignments of unusual difficulty in accordance with City and departmental rules, regulations, procedures and ordinances.
This job classification is in Management Category IV for benefits purposes, which includes Five (5) additional Management Vacation days per calendar year and a monthly expense allowance of $120.00.This job classification may be governed by the Personnel Rules, as it is not represented by a collective bargaining unit.
ESSENTIAL JOB FUNCTIONSEssential 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.
- At the direction of an administrative superior, 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.
- 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.
- 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, work flow 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.
- May be assigned to direct various phases of departmental administrative operations.
- Performs related work as required.
Other Duties and Responsibilities:
- Will maintain department and sworn and professional staff detail records
- Will assist the public by answering questions and/or preparing copies of invoices/vouchers
- Will input data for details such as payroll, permits, vouchers, availability list, and sworn and professional staff scheduling; will maintain records and logs; will maintain records on details; will work with other agencies and departments.
- Will compose correspondence, reports, letters, memoranda, notices, and other materials.
- Will receive, screen, and refers callers; will answer various inquiries personally, providing information on services and functions and will maintain appointment schedules.
- Will assign or assists in the assignment of sworn and professional staff to special details utilizing the current applicable notification system.
- Liaison directly with Detail Vendor.
- Additional duties as assigned.
JOB REQUIREMENTS & WORK ENVIRONMENTBachelor's Degree from an accredited four-year college with major coursework in business or public administration, or a closely related field. Possession of a master's degree may be substituted for one (1) year of required work experience.Three (3) to five (5) 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.
Special Requirements: Non-Essential Employees will not be required to work during a declared emergency but may be required to work in some capacity after the declared emergency. The employee's Department Head will determine when the employee will be required to work.
PHYSICAL STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS: The position is generally sedentary. Employees sit most of the time, but may walk or stand for brief periods of time.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
HOW TO APPLY/ VETERAN INFORMATIONDepending 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: Evaluation of Training and Experience, Oral Interview, Written Examination, or other assessment method.
An eligible veteran who enters an open-competitive examination shall receive preference points added to the total passing score earned in the examination as provided for in the Florida Statutes. To obtain veteran’s preference, candidates MUST submit a copy of separation papers and the City of Fort Lauderdale’s veteran’s preference claim form ( J-204 )
The City of Fort Lauderdale is
AN EQUAL EMPLOYMENT OPPORTUNITY (EEO) AND AFFIRMATIVE ACTION EMPLOYER . All applicants receive consideration for employment without regard to race, color, religion, gender (including identity or expression), marital status, sexual orientation, national origin, age, disability or any other protected classification as defined by applicable law (except as limited by Personnel Rules, Collective Bargaining Agreements, or bona fide occupational qualifications)
The City of Fort Lauderdale offers a comprehensive benefits package to all regular full-time employees including vacation, holiday, and sick leave as well as medical, dental, vision, life and short-term disability insurance.
Click here for an overview of employment informationincluding our benefits package and click here for additional managementbenefits.
Closing Date/Time: 8/31/2024 11:59 PM Eastern
