Administrative Assistant - Operations

Administrative Assistant – Operations

The Administrative Assistant – Operations provides executive-level administrative and operational support to the Department Director and executive leadership. The incumbent coordinates payroll administration, personnel transactions, contract administration, executive scheduling, procurement support, and departmental administrative operations. The position serves as the primary administrative coordinator for the Director and ensures the efficient operation of executive functions within the department.

Reports To: Department Director

Supervisory Responsibilities: None

Responsibilities include:

• Serving as the executive administrative assistant to the Department Director.
• Coordinating calendars, meetings, conferences, and executive appointments.
• Preparing executive correspondence, reports, presentations, memoranda, and agenda materials.
• Maintaining confidential personnel and executive records.
• Coordinating payroll preparation, leave reporting, overtime documentation, and timekeeping.
• Reviewing payroll submissions for completeness and accuracy.
• Assisting with onboarding, personnel actions, evaluations, and HR-related documentation.
• Tracking departmental contracts, professional service agreements, and renewals.
• Coordinating contract routing and execution with Procurement & Contract Services, City Attorney Office, and Finance & Budget.
• Monitoring insurance certificates, contract expiration dates, and compliance requirements.
• Assisting in preparing Commission agenda items, executive reports, and presentations.
• Coordinating travel arrangements, conferences, and professional development activities.
• Serving as liaison between the Director and City departments, elected officials, consultants, and external stakeholders.
• Organizing departmental meetings and preparing meeting agendas and minutes.
• Assisting with special projects, strategic initiatives, and departmental planning efforts.
• Maintaining departmental records and official files.
• Coordinating purchasing requests and administrative support activities.
• Performing other related duties as assigned.

Preferred Knowledge, Skills & Abilities:

• Municipal administrative operations
• Payroll administration
• Contract administration
• Human Resources processes
• Procurement procedures
• Public records management
• Executive office administration
• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Excellent written and verbal communication skills
• Strong organizational and project coordination abilities
• Ability to maintain confidential personnel and executive information

Requirements:

• Bachelor's degree in Business Administration, Public Administration, Accounting, Finance, or a closely related field.
• Minimum of two (2) years of progressively responsible administrative experience; municipal government experience preferred.
• Proficiency in Microsoft Office Suite.
• Ability to prepare professional reports and correspondence.
• Valid Florida Driver License.
• Successful completion of a background investigation.

Core Competencies:

• Judgment - Sound decisions based on fact; uses logic to solve problems.
• Quality of Work - Performs work thoroughly, accurately, and professionally.
• Reliability - Timely and consistently completes assigned work; consistently reports to work and is punctual.
• Safety - Committed to ensuring a safe environment and complies with applicable safety standards.
• Technical Capability - Applies knowledge to identify issues and works to develop skills; demonstrates knowledge of techniques, skills, and equipment.

Work Authorization/Security Clearance:

• The employee must successfully pass a background screening process and comply with the City's Drug-Free Workplace policy.
• The City will also verify the identity and employment authorization of individuals hired so the proper completion of Form I-9 is required, which includes the employee providing documents evidencing identity and employment authorization.

Equal Opportunity Statement:

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Qualifying individuals with disabilities may be provided reasonable accommodations to enable them to perform the essential functions.

Veteran's Preference Policy:

In accordance with Florida Statute 295.07, F.S., Chapter 55A-7, the City of Homestead complies with Florida law by providing Veterans' Preference in hiring. Qualified applicants, including veterans, spouses, widows/widowers, parents of service members, and current reserve or National Guard members, may receive hiring priority if they meet minimum qualifications and can perform the duties required. Veterans' Preference includes additional points on exams, prioritized placement on employment lists, and education waivers for certain qualified individuals. This preference ensures eligible candidates are considered fairly at all stages of the hiring process. For questions, contact the Human Resources Department.