Administrative Assistant

Build Your Future with the City of Boca Raton!

At the City of Boca Raton, a career in public service is more than a job it's your chance to make a meaningful impact in a vibrant and sustainable coastal community. Driven by our core values of Fairness, Integrity, Respect, Service, and Trust, we are committed to fostering a workplace where employees feel appreciated, inspired, and supported.

Why Boca Raton?

As the second largest city in Palm Beach County, the City of Boca Raton offers robust benefits to their employees:

• Health Insurance Benefits: No-cost employee Medical, Dental & Vision plans
• Generous Paid Time Off: 12 paid holidays + vacation, sick, and 3 floating holidays
• Continuous Service Benefit: Paid out annually after 5 years of service
• Work-Life Balance: Flexible work schedule
• Retirement Plans: Two pension/retirement options to choose from

Whether you're starting out or looking to take your public service career to the next level, the City of Boca Raton offers the tools, resources, and culture to help you succeed.

General Statement of Job:

Performs difficult skilled clerical and responsible administrative work undertaking a variety of assignments in a municipal office; does related work as required. Work is performed under general supervision. Supervision may be exercised over subordinate clerical personnel.

Essential Functions

Typical Functions: Greets visitors, takes and screens telephone calls and mail directed to the department or agency; Gives information to the public or directs requests to appropriate person; Handles a variety of routine administrative or technical department or agency assignments; Processes all personnel requisitions, status forms, and evaluations, and performs associated clerical and administrative follow-up activities; prepares payroll; Transcribes correspondence and memoranda; keeps confidential files. Related Tasks: Obtains price quotations and prepares purchase requisitions; Handles and processes personnel requisitions and performs associated clerical and administrative follow up activities; Makes appointments for the supervisor, other personnel and members of various boards, committees, commissions, etc.; maintains appointment calendar; makes travel arrangements; Collects information and prepares a variety of complex reports; maintains various financial records; Supervises and trains subordinate clerical personnel; Performs related tasks as required.

Knowledge, Skills and Abilities

Knowledge, Skills, and Abilities:

Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of department or agency functions, organization and policies; thorough knowledge of business English and spelling; ability to establish and maintain effective working relationships with City officials, associates, and the general public; ability to organize and perform work independently; ability to lay out and type complex forms and tables; ability to make difficult arithmetical calculations; ability to type accurately at a rate of 45 WPM; skill in the use of a variety of standard and automated office equipment.

Minimum and Preferred Qualifications

Education and Experience: Any combination of education and experience equivalent to graduation from an accredited community college with major course work in office management, secretarial science, or related field and four (4) years of experience in secretarial work. Special Requirements: Possession of a valid State of Florida Class "E" driver's license with no more than six (6) points in a three (3) year period. Post-Offer Background Requirements: The background check process for this position may include: Criminal Background Check, Employment Verification, Reference Checks, Motor Vehicles Report (MVR) Check.

The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran-Friendly Employer and Drug-Free Workplace. The City is committed to a diverse and inclusive workplace and does not discriminate based on race, color, religion, sex, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status protected by law. Veterans' Preference: The City proudly supports veterans and provides employment preference to eligible veterans and other individuals as required by Florida law. Applicants eligible for Veterans' Preference are encouraged to indicate their eligibility and provide the required documentation during the application process.

Benefits

Benefits Summary Full-Time Non-Bargaining Employees ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours. Years of Service Accrual 0 to 5 full years 8 hours per month 5 to 10 full years 10 hours per month 10 to 15 full years 12 hours per month 15 full years and over 14 hours per month CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year. SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows: Years of Service Percentage Less than 2 full years 0% 2 to 5 full years 10% 5 to 10 full years 20% 10 full years or more 30% Retirement (normal, early or disability) 50% HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) - Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan. CONTINUOUS SERVICE BENEFIT: As of December 1, each year - Paid during the month of December. Years of Service Benefit 5 to 10 full years $600 annually 10 to 15 full years $800 annually 15 full years and over $1,000 annually RETIREMENT PLANS: The two pension/retirement options are listed below: An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period. An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution. The two (2) options will be fully explained prior to an irrevocable selection. Optional: 457 Deferred Compensation Savings Plan is available. HOLIDAYS: 15 per year: 12 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays. FUNERAL LEAVE: Up to 3 workdays - In State; Up to 5 workdays - Out of State TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City's Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds. MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year. EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna's Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.

City of Boca Raton, FL