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NEOGOV · 3 months ago

Senior Staff Assistant - Parks and Recreation

Coconut Creek, FL

Full-time

Onsite

Mid, Senior Level

$19.97/hr - $30.92/hr

2+ years exp

NEOGOV is seeking a Senior Staff Assistant for the City of Coconut Creek, known for its vibrant community and supportive work environment. The role involves performing senior-level administrative support functions, coordinating departmental information, and ensuring efficient internal operations. The position is designed for individuals who are dedicated to public service and enjoy a collaborative workplace.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Performs a wide variety of complex administrative support duties, e.g., customer service tasks; relaying and resolving routine telephone and/or walk-up inquiries; scheduling appointments, calendar items, and meetings; generating a variety of standard documents and correspondence; processing forms manually and online; performing data entry into various systems, and establishing and maintaining records in accordance with the State of Florida public records retention schedule; duties will vary based upon assigned department

Receives all incoming telephone calls, answers general inquiries and forwards to the appropriate person, or division, or takes and routes a clear and concise message

Receives, processes, and/or prepares standard materials as required by the assigned department, e.g., correspondence, memos, agendas, minutes, charts, permits, legal documents, orders, budget documents, requisitions, travel requests, ordinances, reports, manuals, work orders, grants, department-specific logs and/or inventories

Handles inquiries and complaints from residents with professionalism and tact

Greets all customers with a friendly demeanor and graciously directs to the appropriate staff member

Provides general information and assistance to customers; routes for follow-up when needed

Receives, sorts and distributes incoming mail to appropriate areas

Scans, photocopies, and distributes a diverse range of City documents

Prepares spreadsheets and PowerPoint presentations as needed

May be required to assist in budget preparation and submission of financial documents

Maintains, organizes, scans, and indexes records and files as required by the assigned department in compliance with the State of Florida public records retention

Assists in processing and coordinating public records requests in accordance with State of Florida Public Records Law and City requirements

Assists in organizing department and/or City events as needed

Consistently interacts with a variety of people including, but not limited to, City employees, executive staff, managerial staff, the general public, etc. with a professional and courteous demeanor

Punctuality and regular attendance are essential functions of this position

Performs other related duties as assigned and/or required

Receives, screens and routes calls, visitors and mail

Maintains organization of the main front desk

Registers participants for recreation, athletic, specialized events and fitness

Processes facility, shelter and field permits

Inputs monies, and maintains accurate records for financial reconciliation

Completes daily batch procedures and reports

Schedules and maintains park reservation appointment schedules and recreation activity calendar

Handles P-Card transaction and balancing

Manages district’s Leave System

Works in RecTrac Program. Utilizes RecTrac daily, creates RecTrac numbers for activities and update WebTrac with current information

Communicates with Vermont Systems to assist with troubleshooting issues

Maintains all office records in compliance with the City’s records retention policy

Types, reviews and distributes correspondences, press releases and department information

Monitors assigned district budget, including input of purchase requisitions

Orders all office supplies and maintains inventory

Qualification

Microsoft OfficeAdministrative supportCustomer serviceRecords managementMulti-taskingProblem solvingConfidentialityEffective communicationOrganizational skills

Required

High school diploma or GED is required, supplemented by two (2) years of directly-related administrative support experience

Knowledge of standard office practices, procedures, equipment, business math, and administrative support techniques

Knowledge of the English language including the meaning and spelling of words, rules of composition, and grammar

Knowledge of Microsoft Office products (Word, Outlook, and Excel) or similar computer software

Knowledge of department and city rules, regulations, policies, and procedures

Skill in resolving complex problems independently

Ability to organize and prioritize work, as well as to balance business needs, employee needs, and business risk

Ability to quickly and independently learn new software

Ability to multi-task while working with tight deadlines and shifting priorities

Ability to maintain a high level of confidentiality

Ability to clearly communicate and understand the information in English, both orally and in writing

Ability to establish and maintain effective and cooperative working relationships with those contacted in the course of work

Ability to draft letters, memorandums, and notices

Ability to provide excellent customer service

Ability to regularly attend work and arrive punctually for designated work schedule

Benefits

10 paid full-day holidays and 2 paid half-day (Christmas Eve and New Year's Eve) holidays per year.

16 hours/year (prorated the first year of employment based on hire date); does not roll over.

Employees earn vacation leave from the date of hire based on the following schedule: < 4 years of service: .0385 hours per each regular paid hour (80 hrs./yr.) 4+ years of service: .0577 hours per each regular paid hour (120 hrs./yr.) 7+ years of service: .0770 hours per each regular paid hour (160 hrs./yr.) 10+ years of service: .0962 hours per each regular paid hour (200 hrs./yr.) Maximum accumulation is 200 hours as of the last day of the pay period including November 1 each year for employees with fewer than 10 years of service. Maximum accumulation is 240 hours as of the last day of the pay period including November 1 each year, with up to 80 excess hours payable per year, for employees with at least 10 years of service.

Employees earn 0.0462 hours of sick leave for each hour of regular paid service. Accumulations in excess of 520 hours are paid out annually at a 50%, 75%, or 100% conversion rate depending on years of service.

For each employee, the City pays the premiums for $20,000 Basic Life insurance, $20,000 AD&D, and Long and Short-Term Disability, and contributes towards the total premium for medical insurance. For employees selecting the High Deductible Health Plan (HDHP), employee-only medical insurance coverage is paid 100% by the City’s contribution. Most employees who enroll in the City’s HDHP are eligible to participate in a Health Savings Account (HSA).

The City participates in the Florida Retirement System (FRS), which offers a choice of either a Pension Plan (defined benefit) or an Investment Plan (defined contribution).

Employees are eligible for an annual lump sum longevity payment as follows: Upon completion of five (5) through nine (9) years of service: $500 Upon completion of ten (10) through fourteen (14) years of service: $1,000 Upon completion of fifteen (15) through nineteen (19) years of service: $1,500 Upon completion of twenty (20) years of service: $2,000

Employees who have completed their one (1) year probationary period are eligible to participate in the Tuition Reimbursement Program.

Employees are eligible for up to 5% in pay-for-performance compensation, based upon their annual evaluation.

The City offers a variety of discount programs. The following are some areas for available discounts: Healthy Meals, Health Services, Banking / Financial; Cellular / Data and Computer Services, Entertainment, Retail and Travel.

The City of Coconut Creek offers a wide variety of wellness initiatives and programs.