POSITION SUMMARYThe City of Fort Lauderdale employees possess a passion for public service demonstrated by a high degree of enthusiasm, self-reliance, and job proficiency. They effectively convey the vision and mission of the organization and provide excellent service and satisfaction to our internal and external customers. The Public Works Utilities Division (Dispatch) is seeking a highly qualified, motivated Administrative Assistants to support the team by performing administrative services.
The Public Works Utilities Division (Dispatch) is a 24-hour operation and shifts could be any time during the 24-hour period, seven days a week and may include holidays. In this role you must be able to communicate clearly and professionally in both written and verbal communication. The Administrative Assistant will also assist management with administrative tasks such as tracking and compiling information of interest; prepares various reports detailing the administrative information handled by the position; reads and answers correspondence; handle confidential information.
ESSENTIAL JOB FUNCTIONS- Provides dispatch service by answering telephones and responding to inquiries, assisting internal and external customers with inquiries, documents and equipment
- Identify customers’ needs, clarify information, research every issue and provide solutions and/or alternatives
- Performs a variety of clerical duties by filing, entering information into databases, generating and submitting reports, and processing journal entries
- Verifies accuracy and completeness of all data/information received, and researches and provides verification on information requests
- Operates a computer in transferring/transcribing/composing various
- Frequent dissemination of important information to internal employees in a timely and accurate manner
- Operates a computer in transferring/transcribing/composing various documentation
- Receives and reviews invoices, reports, forms and applications and distributes copies to appropriate personnel
- Maintains detailed and accurate records; provides, creates and submits reports as required
- Assists Public Works Utilities Finance department through orders placed internally through employees
- Preparation of documents for use on the city website and city used applications
- Operates a variety of office equipment including copiers, computers, phones, and facsimile machines
- Ensure databases/systems are noted appropriately with caller requests and required data is entered
- Follow communication “scripts” when handling different topics
- Meet key performance metrics for the assigned area of responsibility
- Maintain knowledge of current information including but not limited to policies, procedures, systems and precedents relating to assigned responsibilities
- Support training and onboarding of new dispatch staff
- Receives and processes incoming invoices
- Prepares and disseminates informational bulletins and memorandums
- Resolve escalated customer service inquires and issues via telephone and email
- Performs related work as required
JOB REQUIREMENTS & WORK ENVIRONMENT MINIMUM JOB REQUIREMENTS Have successfully completed at least two (2) years of college coursework in business administration, public administration or a related field from an accredited college;One (1) to three (3) years performing intermediate administrative work. Additional qualifying experience or completion of coursework at an accredited college or university in a job-related field, may substitute on a year-for-year basis for one year of the required education.
Preference will be given to candidates with experience in the following: Advanced skill level with Microsoft Excel, Microsoft Word and Adobe Acrobat
Administrative support experience that directly relates to the essential duties of the position. Previous Dispatch and/or Customer Service call center experience highly preferred. Knowledge of See ClickFix, Cityworks, and Cayenta software is preferred.
SPECIAL REQUIREMENTS Essential Employees may be required to work during a declared emergency. The employee’s Department Head will determine who will be required to work.
Shifts could be any time during a 24-hour period, seven days a week and may include holidays. PHYSICAL STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS 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.
HOW TO APPLY/ VETERAN INFORMATIONThe City of Fort Lauderdale offers a comprehensive benefits package to all regular full-time employees including vacation, holiday, and sick leave as well as medical, dental, vision, life and short-term disability insurance.Click here for an overview of employment information including our benefits package.Closing Date/Time: 9/24/2024 5:00 PM Eastern
