Senior Administrative Assistant - Procurement

Senior Administrative Assistant

The City of Fort Lauderdale is proud to announce the launch of its newly established Procurement Department, a dynamic team dedicated to excellence, transparency, and innovation in public purchasing. Formerly part of the Finance Department, Procurement is now a fully functioning department in its own right. This is your chance to be part of something new, impactful, and career-defining.

We are seeking a Senior Administrative Assistant who thrives in a fast-paced environment, values collaboration, and is passionate about ensuring that every purchase supports the city's mission to serve our residents and community with integrity.

This job classification is included within the bargaining unit represented by Federation of Public Employees and therefore is subject to the terms and conditions of the Collective Bargaining Agreement between the City of Fort Lauderdale and Federation of Public Employees.

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position.

• At the direction of the Administrative Supervisor, identifies problems or factors inhibiting the effective accomplishment of departmental or city-wide goals and objectives; determines requirements and scope of necessary study considering objectives and problems to be solved; collects data; analyzes data; develops alternatives and makes specific recommendations to superior; may assist in implementation of recommendations
• As an assistant to an administrative superior or department head, composes correspondence and memorandums; arranges conferences; interprets administrative policies; relays instructions and policy and procedural decisions; acts for superior on routine matters; and may represent the superior at conferences and meetings, including contacts with outside agencies
• Makes presentations utilizing charts, slides and other visual support devices
• Acquires and disseminates information concerning work methods and procedures, organization, work controls and similar management functions
• Conducts fact-finding interviews, observes operations, consults with and explains to management recommendations made for changes in work operations and other key actions proposed
• Prepares a variety of written documents including study plans, special and regular reports, systems and organizational analysis, work flow charts, etc.
• May participate in the formulation, preparation and control of the departmental budget through the following : analyzes and reviews financial data in order to develop budget projections; consults with departmental officials regarding funding requests, organizational changes, expenditure levels, budget justifications and narratives; suggests cost-cutting alternatives; advises departmental personnel on budget problems, processes and procedures
• Provides oversight to the FixitFTL process; manage high volume of complaints from neighbors, other governmental agencies, neighborhood associations, and other various stakeholders of the City
• Routes and dispatches work requests to appropriate internal and external departments, ensure follow-up and close out of each FixitFTL request
• Liaison between neighbors, HOA presidents and Broward County Traffic Engineering Division, FDOT, and city staff regarding complaints submitted through the FixitFTL system
• Frequently coordinate with Planning, Transportation, and Parking Divisions to ensure neighbor requests are being met and moved forward
• Schedules and sets up internal and external meetings for Department Deputy Director, takes minutes, and tracks resulting actions required
• May be assigned to direct various phases of departmental administrative operations.
• Performs related work as required

Minimum job requirements : Bachelor's degree from an accredited four-year college with major coursework in business or public administration, or a closely related field. Possession of a master's degree may be substituted for one (1) year of required work experience.

Three or more years of paid, full-time work experience primarily involving one or more of the following : the analysis, planning and development of programs, policies, operations, methods and / or procedures; the evaluation of program and operation effectiveness; the development of revised administrative practices in order to meet program, policy, organizational or legislative change, to expedite work, to effect economies of time, money, personnel and equipment, or to otherwise assist in the solution of administrative and management problems.

Additional qualifying work experience may be substituted on a year-for-year basis for the required college education.

Intermediate or higher-level proficiency in MicroSoft Word and Excel.

If claiming Veteran's Preference, candidates must attach a DD214 Member 4 form, and the City of Fort Lauderdale's veteran's preference claim form to the online application.

Preferred qualifications : Prior government experience, prior experience in an administrative customer service position dealing with the general public.

Experience working as the direct support of a Department Director, Deputy Director, or Division Manager and for multiple people.

As public servants, employees may be required to work immediately before, during, and / or after an emergency. All employees must be available and able to work assigned shifts as determined by their Department Heads.

The position is generally sedentary. Employees sit most of the time, but may walk or stand for brief periods of time. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Applicants who qualify will be subject to an extensive selection process and screening program, which may include, but not be limited to evaluation of training and experience; written test; interview; employment record, background check; medical examination; and drug screen. The City of Fort Lauderdale is an Equal Opportunity, Affirmative Action, inclusive employer and a Drug Free Workplace. The City of Fort Lauderdale does not discriminate based on age, citizenship status, color, disability, marital status, national origin, race, religion, sex, or sexual orientation.

Veterans' preference per Florida law. If claiming Veteran's Preference, candidates must attach a DD214 Member 4 form, and the City of Fort Lauderdale's veteran's preference claim form to the online application.