Administrative Assistant (Part-Time, Facilities Asst at DSD)
Government Jobs, Fort Lauderdale, FL, United States
Part-Time Administrative Assistant (Facility Assistant)
The Development Services Department seeks a Part-Time Administrative Assistant (Facility Assistant) for the building's facilities team. This is a part-time position with a 32-hour cap per week in accordance with City of Fort Lauderdale Policy and Standards Manual. This position is At-Will and is not covered by a Collective Bargaining Agreement or the Personnel Rules. This part-time Administrative Assistant (Facilities Assistant) position supports the Department by providing operational and administrative support to the Facility Manager ensuring the smooth, safe, and efficient running of the facility. This role is responsible for coordinating maintenance, managing service providers, and assisting in compliance and safety procedures, while also handling routine administrative tasks that support the overall functions of the building and grounds.
Essential 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.
Provides general administrative support to the Facility Manager, including scheduling, reporting, and correspondence
Coordinates and schedules facility repairs, inspections, and preventative maintenance
Assists in monitoring building systems (building, HVAC, electrical, plumbing) and reports issues promptly
Tracks, manages, and inventories facility supplies, tools, and equipment
Communicates with vendors, contractors, and service providers to arrange for maintenance and repair work
Assists with obtaining quotes, evaluating proposals, and ensuring vendor compliance with contracts and safety standards
Monitors vendor performance and escalates issues to the Facility Manager as needed
Assists with workplace safety checks and inspections
Ensures facility policies with regulatory requirements and organizational standards
Assists with budget tracking, purchase orders, and invoice processing for facility-related expenses
Maintains facility-related records, reports, and documentation
Acts as a point of contact for facility-related requests from employees and visitors
Ensures timely resolution of issues while maintaining a professional, service-oriented approach
Maintains a calendar of activities, meetings, and various other events; coordinates activities with other City departments, the public, and outside agencies
Operates a variety of office equipment
Performs related work as required
Minimum Job Requirements:
Have successfully completed at least two (2) years of college coursework in business administration, public administration, facilities management, construction management, or a related field from an accredited college
Minimum of one (1) year performing intermediate level administrative work
Minimum of one (1) year of experience in facilities and/or maintenance coordination
Must be available for occasional after-hours or weekend work to respond to facility-related emergencies
Additional qualifying experience in a job-related field, may substitute on a year-for-year basis for the required education
Preferred Qualifications:
Strong organizational and multitasking skills
Proficiency in Microsoft Office software including Word, Excel, and Outlook
Accurate typing speed of at least 35 wpm
Knowledge of building systems such as building, HVAC, electrical, plumbing, and related terminology
Strong written and verbal communication skills
As public servants, employees may be required to work immediately before, during, and/or after an emergency. All employees must be available and able to work assigned shifts as determined by their Department Heads. The position requires the ability to walk, stand, and lift moderately heavy objects as part of daily duties.
Applicants who qualify will be subject to an extensive selection process and screening program, which may include, but not be limited to evaluation of training and experience; written test; interview; employment record, background check; medical examination; and drug screen. The City of Fort Lauderdale is an Equal Opportunity, Affirmative Action, inclusive employer and a Drug Free Workplace. The City of Fort Lauderdale does not discriminate based on age, citizenship status, color, disability, marital status, national origin, race, religion, sex, or sexual orientation. Veterans' preference per Florida law.
The Development Services Department seeks a Part-Time Administrative Assistant (Facility Assistant) for the building's facilities team. This is a part-time position with a 32-hour cap per week in accordance with City of Fort Lauderdale Policy and Standards Manual. This position is At-Will and is not covered by a Collective Bargaining Agreement or the Personnel Rules. This part-time Administrative Assistant (Facilities Assistant) position supports the Department by providing operational and administrative support to the Facility Manager ensuring the smooth, safe, and efficient running of the facility. This role is responsible for coordinating maintenance, managing service providers, and assisting in compliance and safety procedures, while also handling routine administrative tasks that support the overall functions of the building and grounds.
Essential 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.
Provides general administrative support to the Facility Manager, including scheduling, reporting, and correspondence
Coordinates and schedules facility repairs, inspections, and preventative maintenance
Assists in monitoring building systems (building, HVAC, electrical, plumbing) and reports issues promptly
Tracks, manages, and inventories facility supplies, tools, and equipment
Communicates with vendors, contractors, and service providers to arrange for maintenance and repair work
Assists with obtaining quotes, evaluating proposals, and ensuring vendor compliance with contracts and safety standards
Monitors vendor performance and escalates issues to the Facility Manager as needed
Assists with workplace safety checks and inspections
Ensures facility policies with regulatory requirements and organizational standards
Assists with budget tracking, purchase orders, and invoice processing for facility-related expenses
Maintains facility-related records, reports, and documentation
Acts as a point of contact for facility-related requests from employees and visitors
Ensures timely resolution of issues while maintaining a professional, service-oriented approach
Maintains a calendar of activities, meetings, and various other events; coordinates activities with other City departments, the public, and outside agencies
Operates a variety of office equipment
Performs related work as required
Minimum Job Requirements:
Have successfully completed at least two (2) years of college coursework in business administration, public administration, facilities management, construction management, or a related field from an accredited college
Minimum of one (1) year performing intermediate level administrative work
Minimum of one (1) year of experience in facilities and/or maintenance coordination
Must be available for occasional after-hours or weekend work to respond to facility-related emergencies
Additional qualifying experience in a job-related field, may substitute on a year-for-year basis for the required education
Preferred Qualifications:
Strong organizational and multitasking skills
Proficiency in Microsoft Office software including Word, Excel, and Outlook
Accurate typing speed of at least 35 wpm
Knowledge of building systems such as building, HVAC, electrical, plumbing, and related terminology
Strong written and verbal communication skills
As public servants, employees may be required to work immediately before, during, and/or after an emergency. All employees must be available and able to work assigned shifts as determined by their Department Heads. The position requires the ability to walk, stand, and lift moderately heavy objects as part of daily duties.
Applicants who qualify will be subject to an extensive selection process and screening program, which may include, but not be limited to evaluation of training and experience; written test; interview; employment record, background check; medical examination; and drug screen. The City of Fort Lauderdale is an Equal Opportunity, Affirmative Action, inclusive employer and a Drug Free Workplace. The City of Fort Lauderdale does not discriminate based on age, citizenship status, color, disability, marital status, national origin, race, religion, sex, or sexual orientation. Veterans' preference per Florida law.