Administrative Assistant II - FINANCE AND ADMINISTRATIVE SERVICES
GovernmentJobs.com, Tamarac, FL, United States
Administrative Assistant
This listing closes on 5/7/2026 at 5:00 PM Eastern Time (US & Canada).
Salary: $50,605.62 - $71,504.31 Annually
Location: FL, FL
Job Type: Full Time
Job Number: 2026-142
Department: FINANCE AND ADMINISTRATIVE SERVICES
Opening Date: 04/23/2026
Closing Date: 5/7/2026 at 5:00 PM Eastern Time (US & Canada)
Bargaining Unit: FOPA
Description
NATURE OF WORK
This classification involves performing various administrative functions in supporting staff, department, or official 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; compiles data; composes reports; handles assigned projects; maintains production logs; and orders supplies.
Examples of Duties
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.
Oversees and/or 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.
Schedules and coordinates various conferences and meetings; informs participants and provides background information; serves as recording secretary at conferences, board meetings and staff consultations; takes official minutes and prepares reports of proceedings; follows through on actions required as a result of conferences; commits supervisor's time in making appointments and maintains calendar; and maintains supervisor's itinerary and makes travel arrangements as required.
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.
Receives and screens telephone calls and visitors; responds to requests for information by answering questions where there are established policies or regulations, or precedent actions taken by supervisor.
Tracks documents/activities and follows-up in assigned areas.
Monitors P-cards; obtains price quotes for small purchases; notarizes documents; and processes reimbursements as assigned.
Oversees specific tasks based on department assignment such as performing administrative related tasks for computer systems.
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.
Receives and screens telephone calls and visitors; responds to requests for information by answering questions where there are established policies or regulations, or precedent actions taken by supervisor.
Establishes and maintains office filing systems; reorganizes files as required; establishes subject matter files for superior; and purges files of unnecessary items according to established policies and procedures
Performs related work as required.
Requirements
EDUCATION
Graduation from an accredited high school/vocational school or G.E.D. equivalency.
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
Considerable full-time paid experience in assisting an executive in the study, analysis, and review of administrative programs, projects, policies, and procedures; assisting in the solution of management and administrative problems; and/or overseeing programs, projects, or administrative functions in addition to experience in assisting management, researching problems/issues, composing reports, and performing administrative functions.
License desired: Notary Public.
SPECIAL QUALIFICATIONS
Qualified candidates must successfully pass assessments in Microsoft Word, Excel and Keyboarding
PHYSICAL DEMANDS
Physical:
Light physical effort in sedentary to light 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. 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, ABILITIES AND SKILLS
Knowledge of administrative assistant methods, techniques, and procedures.
Knowledge of modern office procedures, practices, and equipment.
Knowledge of protocol and the proper order of etiquette in conducting administrative assistant activities with City and other officials.
Knowledge of the functions, processes, and principles of management.
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.
Skill in using Office and department software.
Ability to gather and analyze data and draw conclusions.
Ability to manage projects effectively and meet deadlines.
Ability to research and develop information from a variety of sources.
Ability to operate a personal computer and other office machines with accuracy and speed.
Ability to establish and revise office policies and procedures.
Ability to prepare detailed written reports and procedures.
Ability to select and/or devise analytical techniques and methods suited to the solution of management problems.
Ability to manage multiple, high-priority assignments.
Ability to communicate effectively and persuasively, both verbally and in writing.
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 deal with competing priorities and varied responsibilities.
Ability to work efficiently and effectively to develop win-win solutions.
This listing closes on 5/7/2026 at 5:00 PM Eastern Time (US & Canada).
Salary: $50,605.62 - $71,504.31 Annually
Location: FL, FL
Job Type: Full Time
Job Number: 2026-142
Department: FINANCE AND ADMINISTRATIVE SERVICES
Opening Date: 04/23/2026
Closing Date: 5/7/2026 at 5:00 PM Eastern Time (US & Canada)
Bargaining Unit: FOPA
Description
NATURE OF WORK
This classification involves performing various administrative functions in supporting staff, department, or official 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; compiles data; composes reports; handles assigned projects; maintains production logs; and orders supplies.
Examples of Duties
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.
Oversees and/or 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.
Schedules and coordinates various conferences and meetings; informs participants and provides background information; serves as recording secretary at conferences, board meetings and staff consultations; takes official minutes and prepares reports of proceedings; follows through on actions required as a result of conferences; commits supervisor's time in making appointments and maintains calendar; and maintains supervisor's itinerary and makes travel arrangements as required.
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.
Receives and screens telephone calls and visitors; responds to requests for information by answering questions where there are established policies or regulations, or precedent actions taken by supervisor.
Tracks documents/activities and follows-up in assigned areas.
Monitors P-cards; obtains price quotes for small purchases; notarizes documents; and processes reimbursements as assigned.
Oversees specific tasks based on department assignment such as performing administrative related tasks for computer systems.
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.
Receives and screens telephone calls and visitors; responds to requests for information by answering questions where there are established policies or regulations, or precedent actions taken by supervisor.
Establishes and maintains office filing systems; reorganizes files as required; establishes subject matter files for superior; and purges files of unnecessary items according to established policies and procedures
Performs related work as required.
Requirements
EDUCATION
Graduation from an accredited high school/vocational school or G.E.D. equivalency.
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
Considerable full-time paid experience in assisting an executive in the study, analysis, and review of administrative programs, projects, policies, and procedures; assisting in the solution of management and administrative problems; and/or overseeing programs, projects, or administrative functions in addition to experience in assisting management, researching problems/issues, composing reports, and performing administrative functions.
License desired: Notary Public.
SPECIAL QUALIFICATIONS
Qualified candidates must successfully pass assessments in Microsoft Word, Excel and Keyboarding
PHYSICAL DEMANDS
Physical:
Light physical effort in sedentary to light 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. 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, ABILITIES AND SKILLS
Knowledge of administrative assistant methods, techniques, and procedures.
Knowledge of modern office procedures, practices, and equipment.
Knowledge of protocol and the proper order of etiquette in conducting administrative assistant activities with City and other officials.
Knowledge of the functions, processes, and principles of management.
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.
Skill in using Office and department software.
Ability to gather and analyze data and draw conclusions.
Ability to manage projects effectively and meet deadlines.
Ability to research and develop information from a variety of sources.
Ability to operate a personal computer and other office machines with accuracy and speed.
Ability to establish and revise office policies and procedures.
Ability to prepare detailed written reports and procedures.
Ability to select and/or devise analytical techniques and methods suited to the solution of management problems.
Ability to manage multiple, high-priority assignments.
Ability to communicate effectively and persuasively, both verbally and in writing.
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 deal with competing priorities and varied responsibilities.
Ability to work efficiently and effectively to develop win-win solutions.