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Assistant to Director - Development Services

Company: City of Boynton Beach, FL
Location: Boynton Beach
Posted on: September 19, 2022

Job Description:

Purpose of Classification This is a highly responsible professional, administrative and research position working directly under the supervision of the Development Director. The position will provide administrative and financial support to the Development Department, may supervise administrative support staff, and will coordinate and perform various program and office administration duties. Assists in the preparation of the annual departmental budget and provides administrative support to each division within the department, as assigned by the Director, which requires knowledge and interpretation of City and departmental policies and procedures. 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. Assists the Director with certain assigned duties of his/her office and participates with other departments and divisions in accomplishment of activities necessary for Department operations. Plans, enacts, and monitors special programs/projects as directed by the Director. Assists in preparation and administration of the Department's Annual Budget; analyzes budget requests from divisions; researches budget-related matters; tracks pertinent data to facilitate budget planning; monitors divisional expenditures to remain within established budget; develops revenue projections for next fiscal year; reviews budget transfers/amendments for justification, fiscal impact and conformance with applicable policies/procedures. Reviews and revises procedures to implement changes and improvements; makes suggestions to improve operational procedures. Reviews and updates Department Policy Manual, subject to review and approval by the department head. Supervises, directs, and evaluates assigned staff, addresses employee concerns and problems, directs work, counsels and manages employee performance. Supervises the department's clerical staff; duties include assigning, directing and supervising daily work; providing instruction and guidance; reviewing completed work to ensure compliance with policies and procedures; and coordinating and providing training as needed. Develops work schedules for assigned clerical staff; reviews and approves personnel leave requests. Participates in the recruitment and interviewing process and recommends selection of assigned clerical staff. Conducts program and policy research; completes department surveys; prepares various reports. Performs administrative support duties for the department director; schedules and arranges meetings and appointments; drafts and types business correspondence; organizes department meetings; makes travel arrangements; answers and screens telephone calls; assists staff, visitors and others. Establishes and oversees the department's central records and files which may include employee files, personnel records, accounting records, budgets, purchasing and payroll forms, contracts, legal documents, ordinances and resolutions, meeting minutes, policies and procedures, and others. Composes and prepares activity and statistical reports, correspondence and memos, press releases, department newsletter articles, and others. Prepares City Commission agenda items; oversees the preparation of board meeting agendas and meeting minutes; may provide staff support to department advisory board. Attends department staff meetings and attends meetings involving capital project status/planning and bid preparation. Oversees the preparation and/or reviews department payroll; prepares purchase requisitions and orders; coordinates inventory systems; reviews and processes personnel authorizations; Supervises data entry of department records, accounts and reports; reviews and approves additions, deletions, and changes to accounts; oversees customer billing activity; reviews related financial reports. Prepares, reconciles and balances cash receipts reports and trial balances; oversees entry of financial transactions in computer; maintains the department's accounting records. Assists with and provides information for grants, FEMA, and other various projects. 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; coordinates changes to work schedules, project priorities, and management directives to staff; maintains department files and records. Coordinates the review and timely response and resolution of citizen complaints and problems. Oversees the maintenance of computer files for contracts, department projects, work orders, service requests, and others. Oversees the proper operation and maintenance of the department's computer hardware, software and peripherals; coordinates repair and maintenance needs; coordinates system improvements and upgrades; performs computer back-ups; sets up user files and passwords. Participates in conducting event, program and class registrations; receives registration applications and payments; maintains registration cards and materials. Updates the departmental Emergency Management Plan. Coordinates contractors and professional services involving pre/post-disaster response. Assist customers and other departments with inquiries through referrals to other departments or agencies. Maintains and updates the departmental web page. Assists management staff with the preparation of departmental corrective actions. Responds to employee inquiries for information regarding various subjects including policies and procedures, benefits and payroll.Coordinates activities involving the administration and monitoring of contracts for the Department. Provides administrative support of activities involving bid preparation, procurement, purchasing, and interaction with various internal departments, vendors, suppliers, contractors, and other individuals. Compiles relevant information and prepares and solicits requests for quotes (RFQs), requests for proposal (RFPs); prepares bid advertisements; assists department staff and Procurement Services Division with development of bid specifications. Researches, reviews, and prepares documents such as bid requests, bid evaluation worksheets, project worksheets, change orders, purchase requisitions, purchase orders, payment orders, and budget transfers. Compiles and maintains active vendor/contractor information; ensures filing of all required vendor/contractor documents with appropriate City departments to expedite acceptance of bid awards. Coordinates with Procurement Services Division and City Attorney's Office to award contracts based on best applicable techniques, including low price, best value, negotiated contracts, sole source provider, or other factors; coordinates preparation of associated performance contracts and/or agreements. Coordinates project-associated grant management activities with originating department/agency; ensures compliance with grant requirements. Coordinates and participates on interdepartmental project teams to ensure successful project/program completion and consideration of cross-departmental project aspects relating to contract management and grant management. Disseminates information regarding status, compliance, modification, deviation, negotiation, and termination of various contracts. Prepares or completes various forms, reports, correspondence, requests for quotes (RFQs), requests for proposal (RFPs), bid advertisements, bid requests, bid evaluation worksheets, project worksheets, change orders, purchase requisitions, purchase orders, payment orders, computations, budget transfers, budget documents, or other documents. Receives various forms, reports, correspondence, computations, budget documents, invoices, requests for payment, bids, proposals, quotes, contracts, ordinances, regulations, specifications, standards, policies, procedures, manuals, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate. Communicates with supervisor, employees, other departments, contractors, vendors, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. Maintains a comprehensive, current knowledge of applicable laws/regulations; maintains an awareness of new trends and advances in the profession; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate. ADDITIONAL FUNCTIONS Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, sending/receiving faxes, or filing documentation. Provides assistance to other employees or departments as needed. Performs other related duties as required. Minimum Qualifications

  • Bachelor's degree in criminal justice, business administration, public administration, or closely related field; and
  • Three (3) years of progressively responsible experience that includes related office and administrative work; and
  • One (1) year of experience in a supervisory capacity; and
  • Must possess [or obtain within fourteen (14) days of hire] and maintain a valid Florida driver's license. PREFERRED QUALIFICATIONS
    • Master's degree in Public Administration or Business Administration.
    • Experience in municipal government setting.Supplemental Information COMMUNICATION COMPETENCIES
      • The ability to clearly communicate Department and City Goals, Policies, Strategic Plans and other key information to employees and peers using multiple communication platforms including, but not limited to, e-mail and social media.
        • Effectively communicates with supervisor, employees, other departments, contractors, engineers, utility companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
          • 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 direction.
                • Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters. KNOWLEDGE, SKILLS AND ABILITIES
                  • Demonstrates working knowledge of relevant legal issues, rules and regulations, code of ordinances, within the profession and the ability to effectively utilize legal resources when necessary leading to knowledgeable decisions.
                    • Thorough knowledge of the operations of all Public Works divisions.
                      • Knowledge of the policies, procedures and practices applicable to procurement of goods and services.
                        • Familiarity with relevant union contracts.
                        • Skilled at understanding and carrying out complex oral and written instructions.
                          • Skilled at learning and adjusting well to new methods, conditions, and change.
                            • Skilled at projecting a positive, professional image when dealing with the general public.
                              • Demonstrates effective oral and written communication skills and ability to convey ideas and information in a clear and concise manner.
                                • Ability to effectively supervise, train and guide subordinate personnel.
                                  • Ability to accurately interpret and apply policies and procedures.
                                    • Ability to establish and maintain effective and harmonious working relationship with supervisors, subordinates, employees, other departments/agencies and the general public.
                                      • Ability to exercise sound judgment in analyzing facts and arriving at conclusions.
                                        • 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 under pressure.
                                            • Ability to make unpopular or difficult decisions.
                                              • Ability to organize work and use time effectively and efficiently.
                                                • Ability to perform mathematical calculations.PHYSICAL AND SENSORY REQUIREMENTS / ENVIRONMENTAL FACTORS Physical Ability : Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Sensory Requirements : Some tasks require the ability to perceive and discriminate sounds, texture, and visual cues or signals. Some tasks require the ability to communicate orally. Environmental Factors : Performance of essential functions may require exposure to environmental conditions, such as dirt, dust, odors, temperature and noise extremes, bright/dim light, machinery, or electric currents. The City of Boynton Beach, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), the City of Boynton Beach will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.VETERANS' PREFERENCE Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority in the City's hiring process. Additionally, certain servicemembers may be eligible to receive waivers for postsecondary educational requirements in employment by the City.

Keywords: City of Boynton Beach, FL, Boynton Beach , Assistant to Director - Development Services, Executive , Boynton Beach, Florida

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