The Position

• Requisitions supplies and equipment; prepares budgets and payroll, checks operating reports for accuracy and conformance to policies and standards; and updates publications.
• Types correspondence, invoices, statements, reports, and other materials from copy or notes; composes and types letters, memoranda, minutes, notices, and other correspondence.
• Oversees the processing of various departmental records transactions including employee personnel action forms, purchase orders and requisitions.
• Operates a computer, photocopier, printer, calculator, facsimile machine, and other office equipment as required.
• Maintains specialized manual or automated filing systems.
• Maintains supervisor’s and other department personnel’s appointment calendars as required.
• Responds to telephone or in-person inquiries; greets the general public; provides information on departmental services and functions; directs callers.
• Researches, collects, and compiles data for administrative reports.
• Gathers information on projects from departments and offices; edits and proofreads the information submitted.
• Prepares reminders to departments and office staff, and requests updates on projects and events as needed.
• Prepares agenda items and minutes for department related meetings or committees.
• Oversees special projects as required or requested by supervisor.
• Oversees department inventory and archives correspondence in accordance with record retention specifications.
• Prepares and submits payroll for department as needed.
• Effectively and positively represents the city in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

The Requirements

EDUCATION/EXPERIENCE:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required:
High School Diploma or GED; supplemented by four (4) years of responsible secretarial experience including use of computers and standard software applications such as Word or Excel. An excellent keyboard skill is a must.

Preferred:
Associate Degree or college level course work in business, public administration, computer applications or any related field; an equivalent combination of training and experience may be substituted for the above requirements

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

CERTIFICATES, LICENSES, REGISTRATIONS:
Administrative/Secretarial Certifications, Certified Professional Assistant Certification, Microsoft Word Basic/Inter Microsoft Word Advanced, Microsoft Outlook Microsoft Excel Intermediate, Microsoft Excel Basic/Inter, and Notary License.

• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record

• Knowledge of modern office terminology, methods, practices and procedures.
• Knowledge of modern information systems and software.
• Knowledge of business English and arithmetic.
• Knowledge of departmental and municipal rules, regulations, policies, and procedures.
• Skills in the use of modern office equipment.
• Skill in communicating information tactfully and impartially.
• Ability to understand and follow complex oral and written instructions.
• Ability to establish and maintain effective working relationships with fellow employees, superiors, subordinates, and the general public.
• Ability to make decisions and interpretations in accordance with established rules, policies, and procedures.
• Ability to ensure confidentiality in matters related to the collective bargaining process.
• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.

The Examination

Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.

Veterans Preference: The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veterans preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the Florida Department of Veterans Affairs.

Additional Information

All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.

EMPLOYMENT OF RELATIVES: The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions:

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.