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Administrative Assistant

Salary

$45,746.27 - $68,619.41 Annually

Location

Boynton Beach, FL

Job Type

Full Time

Job Number

2024-0925

Department

Development

Division

Development Services

Opening Date

09/25/2024

Closing Date

10/6/2024 11:59 PM Eastern

FLSA

Non-Exempt

• Description

• Benefits

• Questions

Purpose of Classification

The purpose of this classification is to assist the Development Services Department management team in the administrative functions of the department, and to coordinate and perform various program and office administration duties for the Development's Divisions. The incumbent will provide administrative support which requires knowledge of City and departmental policies and procedures. Job duties vary by incumbent.

Essential Functions

The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Receives general direction from the Development Services Leadership Team and provides daily support for the Divisions within the Department.

Assists with SagesGov data entry and project tracking.

Prints, addresses, and mails public hearing notices and other mailings.

Processes zoning and development submittals and collects related fees.

Acts as a liaison between the City Planners and the Building division with respect to inspections, building permit review, and extra jurisdictional coordination.

Answers, screens, and directs calls for the different Divisions within the Department.

Answers routine correspondence and composes letters for the Division Managers within the Department.

Opens, sorts, and routes all correspondence to appropriate departmental personnel.

Routes customer to appropriate departmental personnel and responds to general questions and information request not requiring detailed or technical knowledge.

Answers public records requests using the Gov Q&A software.

Assists the Economic Development Manager with clerical work for citywide grant programs.

Provides information and assistance for internal and external inquires, including answering telephone calls, emails, and greeting visitors.

Performs secretarial duties for the Division Managers within the Department; schedules and arranges meetings and appointments; drafts and types business correspondence; organizes department meetings; makes travel arrangements; type letters, department staff meeting minutes, and statements; answers and screens telephone calls; assists staff, visitors and others.

Creates and reviews Departmental documents and forms. Updates Departmental documents as needed and maintains updated documents for City Web Site.

Maintains the department’s records and files which may include personnel records, accounting records, budgets, purchasing and payroll forms, contracts, legal documents, ordinances and resolutions, meeting minutes, policies and procedures, and others.

Receives various types of Development Divisions applications and documents from the public. Inputs and maintains accurate data entry of such submitted applications. Notifies applicants of status of submitted applications and documents throughout approval process and closing of such applications.

Assists in adding City Commission agenda items; prepares Planning and Development Board and Historic Preservation Resources Board meeting agendas and coordinates with the City Clerk’s Office for Board meeting minutes; provides staff support to City advisory board and authority members.

Prepares and/or reviews department payroll; prepares purchase requisitions and orders; coordinates inventory systems; reviews and processes personnel authorizations.

Conducts data-entry of department records, accounts and reports; reviews additions, deletions, and changes to accounts; oversees customer billing activity; reviews related financial reports.

Serves as staff liaison in coordinating the delivery of City programs and services with other departments and agencies; logs and processes related forms and records maintains department files and records.

Coordinates the review and resolution of citizen complaints and problems.

Maintains computer files for contracts, department projects, work orders, service requests, and others.

Participates in conducting event, program and class registrations; receives registration applications and payments; maintains registration cards and materials.

Orders office supplies, materials, uniforms and sale merchandise; checks shipments for accuracy and processes invoices for payment; maintains inventory records and files for the Division Managers within the Department.

ADDITIONAL FUNCTIONS

This position will cross train to be able to support the Divisions within the Department and substitute for other administrative positions when needed. Performs other related duties as required by the Development Services Leadership Team.

Minimum Qualifications

• High school diploma or equivalent; supplemented by college level course work or vocational training in business or public administration, accounting, or related fields; and

• Three (3) years progressively responsible previous experience that includes related office and administrative work, preferably in a local government organization.

PREFERRED QUALIFICATIONS

Minimum Qualifications for education and experience must be metbeforeconsideration of the following Preferred Qualifications:

• An Associate’s Degree from an accredited college in Public Administration, Business Administration or related field.

Supplemental Information

Effectively communicates with supervisor, employees, other departments, developers, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Effective verbal, oral and written communications and organizational skills.

English usage, spelling, grammar and punctuation.

Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.

Ability to prepare accurate and thorough written records and reports.

Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal supervisory direction.

Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of policies, procedures, practices, rules and regulations relevant to the Development Department operations and its divisions (Building, Community Standards, Development Services, Economic Development and Planning & Zoning), administration, and personnel.

Knowledge of modern office practices and procedures; computer skills using Windows, Microsoft Office applications, Internet, Adobe Acrobat and conversion techniques, and Microsoft Outlook.

Ability to prioritize and schedule tasks to meet deadlines and objectives.

Highly skilled in customer service, interpersonal relations and serving the public.

Works efficiently in a fast-paced environment with attention to detail.

Knowledge of general accounting principles and practices involving cash receipts, journal entries, invoices, payments and purchase orders.

Ability to troubleshoot, research and resolve customer issues.

Ability to establish and maintain effective and harmonious working relationships with supervisors, co-workers, other City staff, elected officials, and with the general public.

Ability to perform accurate data entry tasks.

Ability to accurately interpret and apply policies and procedures.

Ability to organize work and use time effectively and efficiently.

Ability to perform mathematical calculations.

Ability to identify irregularities and potential problems before they become critical.

Ability to make appropriate decisions and react with good judgment in changing situations or when under pressure.

Full-time employees (those regularly scheduled to work at least 30 hours per week) are eligible for the City's benefit package.

The City of Boynton Beach's comprehensive benefits package includes:

• Student Loan Forgiveness

• Health Insurance

• Dental Insurance

• Vision Care Plan

• Basic Term Life Insurance

• Supplemental Life Insurance

• Dependent Life Insurance

• Accidental Death and

Dismemberment Insurance

• City Pension Plan

• Short Term Disability and other Supplemental Plans

• Long Term Disability Insurance

• Employee Assistance Program

• 457 Savings Plan (three options)

• Paid Annual Leave / Vacation

• Bonus Vacation Hours

• 12 Paid Holidays

• Paid Sick Leave / Family Sick Leave

• Educational Assistance Program *(Depending on budget funding)

• On-site Training Program

• Wellness Program

• Pre-Paid Legal and Identity Theft Protection Plans

• Credit Union

• Tax Deferred 125 Premium Plan

• Flexible Spending Account

• Direct Deposit

• Social Security

Student Loan Forgiveness

Let your City of Boynton Beach employment work for you! Under the U.S. Department of Education’s Public Service Loan Forgiveness (PSLF) program, your student loan balance may be forgiven after you have made 120 qualifying monthly payments while working full-time with a governmental agency. Visit StudentAid.gov/publicservice for more information or to see if you qualify.

Health Insurance

The City pays the entire premium for an eligible employee. The employee may elect to cover a spouse and/or dependent children by paying the applicable premium for the dependent(s).

Dental Insurance

Premiums for eligible employees are paid by the City. Premiums for any covered dependent are paid by the employee with a contribution by the City.

Vision Care Plan

Premiums for eligible employees are paid by the City. Premiums for any covered dependent(s) are paid by the employee.

Life Insurance / Accidental Death and Dismemberment Insurance

The City provides each eligible employee with term life and accidental death insurance.

Supplemental Life Insurance / Supplemental AD&D Insurance

Employees may purchase supplemental term life insurance on an individual-choice basis with premiums based on age. A matching amount of Accidental Death insurance may also be purchased.

Dependent Life Insurance

Employees who select supplemental coverage for themselves may also purchase coverage for their spouse and dependent children.

City Retirement / Pension Plans

The City has pension plans for general employees, police, and firefighters. Each plan is contributory with both the employee and the City contributing to the program.

Supplemental Plans

Supplemental plans provide direct cash payments regardless of any other coverage you may have, and are designed to help fill in any gaps in a medical plan. The employee pays the premiums for these supplemental plans.

Short and Long Term Disability

The City provides Short and Long Term Disability insurance to eligible employees. The plan is designed to cover a disability sustained on or off the job.

Employee Assistance Program (EAP)

The City contracts with an employee assistance program (EAP) to provide employees and their dependents with free, confidential and professional counseling to help resolve personal or family problems.

Deferred Compensation Plans (457 Plans)

The City makes available three deferred compensation plans that the employee may voluntarily contribute to on a tax-deferred basis.

Vacation

All full-time employees accrue time toward paid vacation leave. Accrual begins immediately and vacation may be taken after six months of employment.

Holidays

The City observes12 paid holidays throughout the year.

Sick Leave / Family Sick Leave

Full-time employees accrue one day of sick leave per month. An employee may elect to use up to 5 days per year of accrued sick time for illness in his/her immediate family.

Tuition Assistance*(Depending on available budget funding)

The Tuition Assistance Program reimburses eligible employees for successful completion of approved courses leading to Associate, Bachelor and Master degrees.

Wellness Program

The City offers many wellness activities and programs throughout the year.

Prepaid Legal Services and Identity Theft Protection Plan

Employees may choose to enroll in a prepaid legal service plan and an identity theft protection plan. The employee pays the premiums for these plans.

CreditUnion

All City employees may join the Credit Union of Palm Beach County. In addition to savings and checking accounts, the Credit Union offers different types of loans, investment choices and recreational opportunities.

Section 125 Plan for Health and Dental Premium

Section 125 of the Internal Revenue code allows you to have your dependent coverage premiums deducted before payroll taxes are withheld resulting in tax savings to you.

Flexible Spending Accounts

Employees may participate in flexible spending accounts for reimbursement of medical and/or dependent care expenses.

Direct Deposit

Employees may have their bi-weekly paycheck deposited to the financial institution of their choice.

01

Do you have a High school diploma or equivalent; supplemented by college level course work or vocational training in business or public administration, accounting, or related fields?

• Yes

• No

  02

  Do you have Three (3) years progressively responsible previous experience that includes related office and administrative work, preferably in a local government organization.

• Yes

• No

  03

  Do you have an Associate's Degree from an accredited college in Public Administration, Business Administration or related field

• Yes

• No

  Required Question

Agency

City of Boynton Beach

Address

100 E. Ocean Ave

City Hall - Human Resources

Boynton Beach, Florida, 33435

Phone

5617426275

5617426275

Website

http://www.boynton-beach.org

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