Description

When you come work for the City of Coconut Creek, although you’re assigned an employee number, you’re not treated like one. With an average of 10 years of service (some as many as 30-plus!), our employees know they can transform their careers in Coconut Creek, the “Butterfly Capital of the World.” While you're here, you’ll be treated like family and invited to participate in fun events like Public Service Recognition Week, holiday luncheons, wellness fairs, blood pressure and cancer screenings, meditation sessions, chair massages, themed dress-up days, charitable causes, and so much more!

The City of Coconut Creek has been spotlighted as one of the “Best Cities to Live in America” by Money Magazine and a Top Ten Place to Live in Florida by Movoto and NerdWallet. This past year, we were awarded the Silver Level Healthy Workplace Award by Cigna, ranked as a Healthiest Employer to Work For by South Florida Business Journal, won a Gold Level Workplace Health Achievement Award by the American Heart Association, and won a Gold Level Mental Health America Bell Seal Award. Our City is home to the Seminole Casino Coconut Creek, Butterfly World, and the Coconut Creek Promenade. Every one of our business owners and 58,000 residents relies on our awesome 450+ employees. Are you ready to be one of us?

If you are interested in making a difference in the lives of others and serving the public; if you want to be a part of an innovative, progressive, and inclusive community with a small-town personal touch; if you strive to provide exceptional, responsive, and sustainable services, consider applying to join our high-performing Coconut Creek family.

About the job: Performs senior-level administrative support work, which involves coordinating the dissemination of departmental and City information, developing filing systems, and coordinating internal administrative support work. Work is performed under limited supervision with moderate latitude. Position relies on experience and exercises independent judgment to determine the best approach by using and interpreting policies and procedures.

Hours of work: Monday through Friday, 8:00 AM to 5:00 PM. Days and hours are subject to change. (Flexing of hours to 7:00 PM on Commission Workshop Meeting nights may be required)

Rate of Pay: $23.64/hour

For internal candidates, the actual pay rate depends on the current salary and whether the position would be a promotion, demotion, or lateral position change.

Essential Duties And Responsibilities

EXAMPLES OF ESSENTIAL FUNCTIONS:

Composes, edits, and prepares correspondence, ordinances, minutes, reports, and other documents
Maintains departmental records and files, which includes scanning documents and conducting records retention activities
Monitors and processes purchasing requisitions, reconciles invoices, and provides to appropriate City department for additional further processing
Operates a computer, photocopier, printer, calculator, facsimile machine, or other office equipment
Performs customer service activities, which include responding to in-person or telephone inquiries, greeting the public, providing information on departmental services and functions, and directing callers to appropriate personnel
Performs payroll functions, such as maintaining timekeeping information and processing and submitting information to Finance Department
Prepares monthly operations and reconciliations reports, reimbursement reports, and other reports as needed
Requisitions supplies and equipment; assists in the preparation of budget and payroll, reviews operating reports for accuracy and performance to policies and standards, and updates
Performs administrative aspects related to the payroll and time tracking system for assigned department/division
May provide support in the coordinating and scheduling of departmental meetings calendars
May provide general guidance, training, and support assistance to lower level associates
May provide customer service and act as back-up support for other City positions
Performs other duties as assigned

Performs specific duties based on department / division assignment. For example:

Parks And Recreation

Handles incoming phone calls
Requests payments and tracks renewal of licenses (music and movies), and memberships for FRPA, IFFEM, FFEA and NRPA for department to maintain current effective dates
Disseminates information to the department administrative support personnel to improve and resolve problematic departmental issues
Handles reservation scheduling of facilities and parks in absence of Senior Staff Assistant
Assists in organizing department special events including the Annual Butterfly Run, and the Butterfly Festival
Coordinates and enters all budget data as provided by the management team and adheres to scheduled deadlines
Prepares and distributes employee call-out lists
Maintains appointments and meetings for Director, Assistant Director and District Superintendents
Maintains all Parks and Recreation annual memberships and certifications; enrolls active and new hired staff; deletes staff who are no longer employed
Coordinates employee payroll for all three districts
Manages all office records in compliance with the City’s records retention policy
Prepares travel-related documents for employees attending off-site events

Qualifications

MINIMUM QUALIFICATIONS:

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

The City reserves the right to consider alternate combinations of education, certification, training, and/or experience.

Knowledge, Skills, And Abilities

Advanced knowledge of standard office practices, procedures, equipment;, business math; and administrative support techniques
Advanced knowledge of the English language including the meaning and spelling of words, rules of composition, and grammar
Advanced 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 and independent decision-making
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 multitask while working with tight deadlines and shifting priorities
Ability to maintain a high level of confidentiality
Ability to clearly communicate and understand 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 regularly attend work and arrive punctually for designated work schedule

Supplemental Information

Physical Requirements

Depending on the functional area of the assignment, tasks involve the ability to exert light physical effort in sedentary to light work, which may involve some lifting, carrying, pushing and/or pulling of objects and materials of lightweight (up to 20 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Environmental Requirements

Tasks are regularly performed inside without potential for exposure to adverse conditions, such as dirt, dust, pollen, odors, fumes and/or poor ventilation, wetness, humidity, rain, temperature and noise extremes, machinery and/or moving vehicles, vibrations, electric currents, animals/wildlife, toxic/poisonous agents, gases or chemicals, oils and other cutting fluids, violence and/or disease, or pathogenic substances.

Sensory Requirements

Some tasks require manual dexterity, in addition to visual and hearing acuity. Some tasks may involve identifying and distinguishing colors.

Eligibility List Criteria: An eligibility list shall be valid for six months (may be extended up to two years at the City's discretion), or until the list is abolished, whichever comes first. The list is formed based on applicants who meet the minimum qualifications. Applicants on the eligibility list will be given consideration for each vacancy. Veterans' Preference shall be awarded, pursuant to Florida Statutes.

APPLICANTS SELECTED FOR HIRE MUST SUCCESSFULLY PASS PHYSICAL, DRUG TESTING, AND BACKGROUND CHECK.

NOTE TO APPLICANTS WITH DISABILITIES: Applicants with disabilities who will need special accommodations for testing must advise Human Resources not later than one (1) week prior to scheduled testing, so that appropriate arrangements can be made.

CITY OF COCONUT CREEK

Benefit Summary For Civil Service (non-exempt) Personnel

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

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

VACATION LEAVE - 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.

SICK LEAVE - 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.

GROUP INSURANCE PROGRAM

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). For those selecting a medical plan with higher premiums, dependent coverage, and/or optional benefits, employee contributions are made through bi-weekly payroll deduction. Eligibility for coverage is the first of the month following thirty (30) days of full time employment.

Proof of medical coverage is required for full-time City employees. However, employees may opt-out of the City’s group medical insurance and receive a pre-determined dollar amount paid bi-weekly through payroll. The City’s insurance program includes a Section 125 Program, which allows eligible employees to pay for medical and dental insurance, dependent health coverage, HSA Contributions (if eligible), additional life insurance, some AFLAC policies, etc., and any other eligible insurance premiums with pre-tax dollars, and/or set aside pre-tax dollars for unreimbursed medical, dependent or elder care. Certain optional benefits, such as Legal Shield, Identity Shield, certain amounts of life insurance and some AFLAC plans, must be paid on a post-tax basis. All payments are made bi-weekly by payroll deduction. Changes to selections may only be made during qualifying periods.

PENSION/RETIREMENT PLAN

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). The City contributes an amount to the selected plan that is determined by the State Legislature. In addition, employees contribute 3% through a pre-tax payroll deduction. The Pension Plan benefit is determined by multiplying the Regular Class rate of 1.6 times the years of FRS service times the average of the employee's highest paid eight (8) years of salary. The Investment Plan benefit is based on the performance of selected funds over time. Employees in the Pension Plan are vested after eight (8) years of service; vesting is after one (1) year of service for the Investment Plan. Normal Retirement for the Pension Plan is age 65 with 8 years of Regular Class service, or 33 years of Regular Class service regardless of age. Early Retirement is any age after eight (8) years, but less than 33 years of service (There is a penalty of 5% per year under age 65.) There is no age or service requirement that must be met to receive a benefit under the Investment Plan, provided the one (1) year vesting requirement has been met.

Please Note: If you have recently retired from FRS, please check the FRS website at http://frs.myflorida.com to review the provision pertaining to re-employment restrictions.
Age and years of service for vesting, highest average compensation, normal retirement, and early retirement requirements are lower for those enrolled in FRS prior to July 1, 2011. Please refer to the FRS Pension Plan Member Handbook for additional information.

Employees may also make voluntary contributions to a 457 Deferred Compensation Plan or Roth IRA Plans with ICMA-RC, up to the annual limit as defined by the IRS.

LONGEVITY PAY - 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

TUITION REIMBURSEMENT PROGRAM

Employees who have completed their one (1) year probationary period are eligible to participate in the Tuition Reimbursement Program. With approval of the course(s) and subject to availability of funds, employees may be eligible for reimbursement of 100% for a grade of A, 75% for a grade of B, and 50% for a grade of C. The maximum tuition reimbursement available to any employee shall be the equivalent of (18) credit hours per fiscal year at either the State of Florida community college level or the State of Florida university level.

PAY-FOR-PERFORMANCE

Employees are eligible for up to 5% in pay-for-performance compensation, based upon their annual evaluation, provided said compensation is approved and funded in the city’s adopted budget.

DISCOUNT PROGRAMS

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.

WELLNESS PROGRAMS

The City of Coconut Creek offers a wide variety of wellness initiatives and programs. Some of these initiatives and programs are: Weight Watcher’s at Work, Walking Challenges, Wellness Warrior Reimbursement Program, Annual Wellness Fair, several wellness preventive screenings, flu shots, and mammogram wellness screenings. The City is always looking for new ways to improve the overall health and wellness of its employees.

Please note, the benefits listed above are subject to change. Full descriptions of each benefit listed may be found in the City’s Code of Ordinances, Administrative Orders, applicable Collective Bargaining Agreement, on the employee portal or by contacting Human Resources and Risk Management at 954-973-6715 or hr@coconutcreek.net.

01

Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?

02

Do you possess a High School Diploma, GED or equivalent? Note: A copy of transcript/degree must be submitted with your application.

03

What is the highest level of education you have completed? Note: A copy of transcript/degree must be submitted with your application.

High School Diploma, GED or equivalent
Some college, no degree
Trade/Vocational School completion
Associate's Degree
Bachelor's Degree
Master's Degree or higher
None of the above

04

How many years of directly-related administrative support experience do you possess?

Less than two (2) years of experience
More than two (2) years but less than five (5) years of experience
More than five (5) years but less than seven (7) years of experience
More than seven (7) years but less than ten (10) years of experience
More than ten (10) years of experience

05

Please explain where/when experience was obtained. (Must be supported by employment history as detailed on employment application; subject to verification.) If you indicated having two or more years of administrative and/or clerical experience, please describe in detail where and how you gained this experience. The information provided must also be reflected in your application. 'See resume' is not an acceptable answer. If you do not have this experience, please indicate 'Does not apply.'

06

Do you possess experience as an Administrative Assistant or a similar position?

07

Please explain where/when experience was obtained. (Must be supported by employment history as detailed on employment application; subject to verification.) The information provided must also be reflected in your application. 'See resume' is not an acceptable answer. If you do not have this experience, please indicate 'Does not apply.'

08

Computer Skills: I possess advanced knowledge in the following areas (check all that apply):

Microsoft Word
Microsoft Excel
Microsoft Outlook
Microsoft PowerPoint
PlugNPlay
Alfresco
Finance Plus / Community Plus

09

Which one of the following best describes your highest level of Microsoft Word proficiency? You may be required to take a Word proficiency test.

BASIC: Create new documents, open and edit existing documents, format characters and paragraphs, create and edit tables, modify page layout, and use auto-correct tool
INTERMEDIATE: Insert and delete a section break in a document, format tables, paste a table from Excel into a document, work with columns, use graphics, utilize mail merge, create document templates, and work with styles
ADVANCED: Manipulating images, using mail merge, document collaboration, securing a document, creating and modifying forms, using macros
I do not have enough skills to meet the definition of Basic level

10

Are you proficient in creating & modifying Microsoft Excel spreadsheets? You may be required to take an Excel proficiency test.

11

Are you proficient in managing multiple calendars in Microsoft Outlook?

12

If you answered yes to the question above, please provide a description of your calendaring experience.

13

Do you possess the ability to multi-task and operate front desk operations?

14

Identify which of the following administrative duties you have performed:

Proofread documents for accuracy, completeness, and adherence to pre-established policies and procedures
Maintain calendars and schedule meetings and conferences
Monitor department's budget
Prepare invoices for payment based on procedures
Prepare meeting agendas based on guidelines
Serve as a timekeeper, including entering and reconciling departmental payroll entries
Assist with the preparation of department budget
Coordinate activities related to records management and retention
Maintain confidentiality
Follow up in a timely manner without the need for reminders
Multi-task and operate front desk operations
Reconcile daily batches
Proofread press releases
Work independently and as a team member to perform assignments and activities
Display a positive personality that demonstrates enthusiasm and interpersonal skills to relate well with staff and the public
None

15

I possess the ability to clearly communicate and understand information in English, both orally and in writing.

16

Do you communicate and understand any other languages besides English?

17

If So, Please List Language(s)

18

I possess the ability to regularly attend work and arrive punctually for the designated work schedule and to flex time as needed for city events.

19

I possess advanced knowledge of standard office practices, procedures, equipment, business math, and administrative support techniques.

20

In this position, the ability to multi-task and demonstrate strong customer service skills is needed. What experience do you have with customer service?

21

Describe why you desire employment with the City of Coconut Creek. Please also state any additional information you feel may be helpful to us in considering your application.

22

If a current employee, enter the total number of full years employed by the City of Coconut Creek:

23

I understand and meet all of the requirements of the position (including but not limited to education, experience, knowledge, skills, abilities, and physical requirements), and I am able to perform the essential functions of the position, with or without reasonable accommodation.

Yes
No
Required Question

City of Coconut Creek

New Jobs

Parks and Recreation Intern

Administrative Assistant, Parks and Recreation (Mon-Friday)

Parks and Recreation Intern