Government Jobs
Senior Staff Assistant - Parks and Recreation
Government Jobs, Pompano Beach, Florida, United States, 33073
Senior Staff Assistant
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." Today you may be applying to our Senior Staff Assistant position, but tomorrow that role could lead to anywhere in the City! 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, wellness fairs, meditation sessions, chair massages, 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 Friday, 8:00 AM to 5:00 PM. Days and hours are subject to change. Pay Rate:
$19.97/hourly* *For internal candidates, the actual pay rate depends on the current salary and whether the position would be a promotion, demotion, or lateral position change. Please note that after applying, you may receive an invitation to complete assessments for Microsoft Word, Microsoft Excel, and proofreading. Please do not delete this email from governmentjobs.com; it is part of the application process, and you will have to complete the assessments within 48 hours of receiving the email. Essential Duties and Responsibilities
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. For example: Parks and Recreation: Receives, screens and routes calls, visitors and mail Maintains organization of the main front desk Registers participants for recreation, athletic, specialized events and fitness Processes facility, shelter and field permits Inputs monies, and maintains accurate records for financial reconciliation. Completes daily batch procedures and reports Schedules and maintains park reservation appointment schedules and recreation activity calendar Handles P-Card transaction and balancing Manages district's Leave System Works in RecTrac Program. Utilizes RecTrac daily, creates RecTrac numbers for activities and update WebTrac with current information Communicates with Vermont Systems to assist with troubleshooting issues Maintains all office records in compliance with the City's records retention policy Types, reviews and distributes correspondences, press releases and department information Monitors assigned district budget, including input of purchase requisitions Orders all office supplies and maintains inventory Qualifications
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 Supplemental Information
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
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." Today you may be applying to our Senior Staff Assistant position, but tomorrow that role could lead to anywhere in the City! 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, wellness fairs, meditation sessions, chair massages, 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 Friday, 8:00 AM to 5:00 PM. Days and hours are subject to change. Pay Rate:
$19.97/hourly* *For internal candidates, the actual pay rate depends on the current salary and whether the position would be a promotion, demotion, or lateral position change. Please note that after applying, you may receive an invitation to complete assessments for Microsoft Word, Microsoft Excel, and proofreading. Please do not delete this email from governmentjobs.com; it is part of the application process, and you will have to complete the assessments within 48 hours of receiving the email. Essential Duties and Responsibilities
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. For example: Parks and Recreation: Receives, screens and routes calls, visitors and mail Maintains organization of the main front desk Registers participants for recreation, athletic, specialized events and fitness Processes facility, shelter and field permits Inputs monies, and maintains accurate records for financial reconciliation. Completes daily batch procedures and reports Schedules and maintains park reservation appointment schedules and recreation activity calendar Handles P-Card transaction and balancing Manages district's Leave System Works in RecTrac Program. Utilizes RecTrac daily, creates RecTrac numbers for activities and update WebTrac with current information Communicates with Vermont Systems to assist with troubleshooting issues Maintains all office records in compliance with the City's records retention policy Types, reviews and distributes correspondences, press releases and department information Monitors assigned district budget, including input of purchase requisitions Orders all office supplies and maintains inventory Qualifications
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 Supplemental Information
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