Administrative Assistant II - Leisure Services (INTERNAL CANDIDATES ONLY)

Job Title

Administrative Assistant

Job Description

The City of Sunrise is more than a workplace it's a community built on our Three Pillars: Customer Service, Collaboration, and Transparency. We're committed to creating an environment where innovation thrives, teamwork is celebrated, and every employee has the opportunity to grow and make a lasting impact.

As a full-service municipality and one of South Florida's premier cities, Sunrise offers competitive salaries, comprehensive benefits, professional development opportunities, and a strong culture of recognition. Whether you're helping residents, shaping policy, or improving city operations, you'll be part of a team that's passionate about service excellence and community pride.

We take pride in being home to the back-to-back NHL Stanley Cup Champion Florida Panthers, a vibrant arts and entertainment district, and a diverse community that truly embodies what it means to Live, Work, and Play in Sunrise.

Looking ahead, the City is exploring an Alternative Work Schedule designed to further support employee work-life balance providing eligible staff with two three-day weekends per month through an every-other-Friday-off model. This initiative is expected to roll out in the early part of 2026, reflecting our continued focus on flexibility and employee well-being.

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. This position also assigns work to other clerical staff as needed; assists with inquiries; provides technical assistance to others; oversees work of assigned employees; tracks equipment; and delivers training to others.

Examples of Duties

Essential Job Functions:

• 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.
• Renews vehicle registrations; monitors GPS system; monitors P-cards; 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.

Experience:

• 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.

Necessary Special Qualifications:

• Qualified candidates must successfully pass assessments in Microsoft Word, Excel and Keyboarding

Supplemental Information

Knowledge, Skills, and Abilities:

• 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.
• Knowledge of supervisory principles and practices.
• 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 oversee assigned clerical staff.
• 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.

Benefits Package Summary General Employee Hired on or After 10/01/23:

City-Paid Medical Benefits: Group Health Insurance: The City pays for 100% of the cost for single coverage for full-time employees and 66.66% of cost for Dependent/Family Coverage. Upon retirement and separation from City employment, employee receives a monthly stipend of $350 per month, applicable toward retiree health coverage. Life Insurance: $30,000 Accidental Death & Dismemberment (AD&D): $10,000 Employee Assistance Program (EAP) through Cigna Behavioral Retirement: Employee Contribution = 8% Vesting = 10 Years Normal Retirement Benefit = 2.5% of pensionable