Administrative Assistant (Business Development) - Port Everglades

The Broward County Board of County Commissioners is seeking qualified candidates for Administrative Assistant.

Minimum Education and Experience Requirements

Requires two (2) years of technical clerical, administrative, or closely related experience.

Benefits of Broward County Employment

• Eleven (11) paid holidays each year

• Vacation (Paid Time Off) = 2 weeks per year

• Tuition Reimbursement (Up to 2K annually)

• Up to 40 hours of Job Basis Leave for eligible positions

• Paid Parental Leave

Health Benefits

• High Deductible Health Plan - bi-weekly premiums: Single $10.39 / Family $76.94

Includes a County Funded Health Savings Account of up to $2400 Annually

• Consumer Driven Health Plan - bi-weekly premiums: Single $78.64 / Family $273.13

Florida Retirement System (FRS) - Pension or Investment Plan 

• 457 Deferred Compensation county matches up to 2,600K a year.

General Description

The Port Everglades Business Development Administrative Assistant provides professional-level staff assistance with various administrative tasks related to business operations. These tasks include purchasing, scheduling, meeting preparation, minute-taking, and drafting non-scripted communications such as letters and memos. The role also involves maintaining inventories of office supplies as well as coordinating a variety of services to ensure smooth operations. The Administrative Assistant should possess high levels of professionalism and administrative skills, as they will frequently interact with senior-level staff, customers/stakeholders, and other County personnel. This job operates under general supervision and requires the ability to work independently to develop work methods and sequences.

Minimum Education and Experience Requirements

Requires two (2) years of technical clerical, administrative or closely related experience.

Special Certifications and Licenses

Ability to secure and maintain a valid Florida Driver's License at the time of appointment and for the duration of employment.

Ability to secure and maintain a Transportation Worker Identification card (TWIC) within 60 days of employment and for the duration of employment (if required).

Ability to secure and maintain a valid Seaport Business Purpose Credential for the duration of employment.

Preferences

• Bachelor's degree from an accredited college or university with major coursework in business, public administration or closely related field.

• Associate degree from an accredited college or university with major coursework in business or public administration or a closely related field

• Administrative Professional Certification (eg, IAAP)

• Microsoft Office Specialist Certificate (Excel and Word at MOS Expert or Master Level)

• Public Notary

• Certified Agency Buyer (CAB)

• Project Management Certification (PMP) 

• 2 years of Peoplesoft experience - budget tracking, purchasing related and/or P-card reconciliation (Not in conjunction with Level A, B, or C)

• 2 years experience using the Klein software system

• 1 year experience using Legistar or equivalent software

• 1 year Contract Central experience

• Bilingual or Multilingual - written/verbal (Dutch, French, German, Italian, Mandarin, Portuguese or Spanish)

The functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the job as necessary.

• Perform clerical duties, including typing, filing, word processing, data input, scheduling appointments, mail handling, mail rental equipment, and compiling and drafting routine correspondences and memorandums, including but not limited to emails, letters, applications, notifications, reports, meeting agendas, meeting minutes, board agenda items, and forms.

• Maintain operating budget spreadsheets, track and processes invoices and expenditures, input transaction information, and complete documentation needed for transactions to keep track of the budget and ensure funds are available in the correct accounts to purchase required items such as office supplies, equipment, and other expenditures for the Division.

• Purchase supplies (e.g., office supplies) and services (e.g., registrations, flights, hotels). Create requisitions, special requisitions, and CABPOS in PeopleSoft. Request payments.

• Maintain various activity and production records, which may involve assembling reports from other sections of the Division. Use Excel and the Port's ERP software (Klein, a.k.a. SAAB), track events and sponsorships and update corresponding files.

• Obtain quotes from vendors. Create work orders and requisitions. Check reports for accuracy and conformance to policies and standards. Reconcile P-card transactions.

• Responsible for scheduling and timely publication of Sunshine Meeting notifications using specialized software. This may include setting up the meeting and sending invitations, preparing agendas for meetings and conferences, and listening to and recording Sunshine meetings using specialized computer software. Extract relevant points from the recorded meetings and compose an accurate, official written record (minutes). Subject matter varies and includes legal, engineering, financial, and other technical or specialized terminology. During these meetings, assist the Chair in ensuring compliance with Sunshine rules.

• Coordinate Port Pool Car reservations, vehicle mileage tracking, and schedule vehicle cleaning. Monitor the Port Pool Cars' Sunpass Account and verifies that the Sunpass account has sufficient funds. Drive Port vehicles during Port tours.

• Coordinate travel for staff and prepare relevant documents and itinerary packages. Assist with setting up Port booths, and attending trade events, shows, and related industry events.

• Prepare pre-agenda memos using the Legistar/current County agenda system as directed.

• Act as administrative liaison among various County operational and administrative functions related to an assigned program or project.  Create communication templates and draft non-scripted communications. Be responsive verbally and electronically to phone, email, and in-person inquiries.

• Performs related work as assigned.

Physical Demands

Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable Hazards (Work Environment)

Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

County Core Competencies

All Broward County employees strive to demonstrate the County's four core behavioral competencies.

• Collaborates: Building partnerships and working collaboratively with others to meet shared objectives.

• Customer focus: Building strong customer relationships and delivering customer-centric solutions.

• Instills trust: Gaining the confidence and trust of others through honesty, integrity, and authenticity.

• Values differences: Recognizing the value that different perspectives and cultures bring to an organization.

Americans with Disabilities Act (ADA) Compliance

Broward County is an Equal Opportunity Employer. The ADA requires Broward County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with the Professional Standards/Human Rights Section.

Emergency Management Responsibilities

Note: During emergency conditions, all County employees are automatically considered emergency service workers. County employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation and are expected to perform emergency service duties, as assigned.

County-wide Employee Responsibilities

All Broward County employees must serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of Broward County's Employee Code of Ethics, gift, and conflict of interest policies.

All Broward County employees must establish and maintain effective working relationships with the general public, co-workers, elected and appointed officials and members of diverse cultural and linguistic backgrounds, regardless of race, color, religion, sex, national origin, age, disability, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression.