Clerical/Admin - Administrative Assistant

Administrative Support SpecialistUnder the general direction of the Administrative Coordinator, provides qualified, responsible administrative support or performs a technical specialty for an assigned division of the department. Employees in this classification are responsible for administrative duties that support efficient operations, quality customer service, and continued workflow for their area of assignment. Qualifications include the ability to multi-task in a fast-paced environment. This position reports to the Administrative Coordinator about training, schedules, assignments, processes, procedures, and customer focus. The employee is expected to maintain their assigned work schedule and to be available in their assigned work area during regular working hours except during scheduled lunch and breaks. This position includes considerable exercise of independent judgment and initiative when performing technical processes exclusive to the work unit.Essential Job Functions (examples, not all-inclusive):Performs customer service functions, e.g., greets customers, answers telephones and emails, and directs persons to the proper entity/department within the City or affiliated agencies.Adheres to established procedures utilizing existing forms and filing systems for optimal efficiency in administrative operations.Responds to inquiries from the general public regarding general department and City-related information.Maintains documentation for adherence and processing according to prescribed regulatory and statutory standards.Communicates with all applicable inspection professionals on behalf of the customer about permitting revisions, changes, comments, scheduling, etc. throughout the process of submittal, review, issuance, and inspection of residential building permits.Assists and educates customers on the use and process of applicable forms and procedures about permits, Local Business Tax Receipts, Zoning Certificates of Use, Vacation/Short-term rental registrations, Certificates of Occupancy, and other applicable departmental areas of operation.Interfaces and coordinates with all Building Division disciplines.Performs administrative support duties in creating and maintaining records and documentation and adheres to record retention processes that support efficient retrieval and comprehensive audit trail for the functional areas of responsibility.Processes tasks associated with sensitive or confidential issues, exercising appropriate discretion in all communication matters.Transcribes minutes from recorded departmental-associated board meetings, where necessary.Generates and prepares standard departmental reports according to prescribed schedules and regulatory reporting requirements, e.g., weekly, monthly, quarterly, and annually.Performs standard accounting functions specific to the area of assignment, including calculating fees/charges, processing fees, and payments, and reconciling payments received at the end of each day.Performs independent research and exercises judgment and initiative to resolve or address operational matters applicable to areas of responsibility.Performs other duties as directed.Qualifications:Education and Experience:High school diploma or equivalent. A minimum of two (2) years of experience in a related field or an equivalent combination of education, training, and experience. Additional qualifying experience or completion of coursework at an accredited college or university in a job-related field may substitute on a year-for-year basis for one year of the required experience or education. Possess or be able to obtain a valid State of Florida driver's license by the date of hire.Knowledge, Skills, and Abilities:Knowledge of customer service principles in application to effective and courteous communications.Knowledge of the use and operation of modern office technologies, e.g., facsimile machines, photocopiers, personal computers, and calculators.Knowledge of the use and application of standard computer software packages, e.g., word processors and spreadsheet applications.Ability to accurately apply mathematical operations in budgetary/accounting-related functions.Ability to respond to, research, develop, and recommend effective solutions to a wide variety of complex issues applicable to functional areas of responsibility.Ability to multi-task in various areas of administrative support in a fast-paced environment.Ability to communicate effectively in both oral and written formats.Physical/Mental Demands:Tasks involve the ability to exert light physical effort in sedentary to light work, which may involve lifting, carrying, pushing, and pulling objects and materials of light weight. Tasks may involve extended periods at a keyboard or workstation. Work is performed in usual office conditions with rare exposure to disagreeable environmental factors.Working Conditions:General office setting: frequent interruptions while completing complex tasks with deadlines.The City of Cooper City, Florida is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.