Administrative Support Specialist

Administrative Support Specialist

Salary

$22.26 - $28.94 Hourly

Location

Johnny L. Tigner Community Center, FL

Job Type

Full-Time

Job Number

01313

Department

Parks & Recreation

Division

Administration

Opening Date

09/15/2026

Closing Date

9/22/2026 5:00 PM Eastern

• Description
• Benefits
• Questions

Summary Objective

Applications to the City of Deerfield Beach are reviewed as received. Early application is encouraged, as this posting may close at any time.

The purpose of this position is to provide administrative and operational support to the Parks & Recreation Department through the performance of responsible clerical, financial, purchasing, payroll, personnel-record, and general office functions. Work includes the use of the Citys Enterprise Resource Planning (ERP) and other departmental software systems; processing purchase requisitions, purchase orders, invoices, and related documentation; reviewing and processing payroll; maintaining organized personnel and departmental records; preparing reports; monitoring office supplies; and providing professional service to vendors, residents, employees, and other City departments. Responsibilities may vary based on departmental assignment and operational needs.

This class works under close to general supervision according to set procedures but determines how or when to complete tasks.

Essential Functions

The essential 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 class as necessary.

• Answer and direct incoming calls and welcome individuals who enter the office. Inform, advise, record, process and follow up customer requests/complaints efficiently and expeditiously as received by telephone, mail or personally from residents, elected officials, agencies, City employees and/or clients.
• Determine the need of office supplies, equipment, and materials. Replace or purchase new office supplies and equipment as needed.
• Utilize the Citys ERP system and other Parks & Recreation software applications to enter, retrieve, update, and verify financial, purchasing, payroll and personnel information.
• Receive, review, code, and process invoices and supporting documentation in accordance with City purchasing and accounts payable procedures. Verify vendor information, quantities, pricing, purchase order references, applicable governmental expense accounts, and required approvals.
• Prepare and process purchase requisitions and purchase orders through the Citys ERP system. Compile quotes, supporting documentation, contracts and receiving information; verify that purchases are charged to the appropriate governmental expense accounts and comply with established purchasing procedures. Track requisitions and orders through the purchasing process and maintain complete supporting records.
• Review and process departmental payroll including time and attendance records and payroll adjustments. Maintain payroll-related records and provide primary or backup support for leave tracking and personnel action documentation.
• Respond to inquiries from employees, supervisors, vendors, residents, and other City departments regarding purchasing, invoices, payroll, personnel records, facilities, administrative procedures, and departmental programs. Retain policies, answer questions, and independently resolve problems whenever feasible.
• Prepare correspondence, forms, spreadsheets, reports, and other administrative documents using Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook. Perform basic statistical and financial calculations as needed to support departmental operations and management decision-making.
• Perform specialized administrative duties required to support the department, exercising judgment within established City policies, procedures, and operating guidelines.
• Assist with administrative documentation related to staff travel, training, meetings, and travel reimbursement in accordance with City policies and procedures.
• Research, compile, maintain, and update departmental information and records using City systems and approved online resources. Maintain organized filing systems for personnel records, certifications and licenses, payroll documentation, purchasing records, invoices, contracts, capital improvement project information, office supplies, and other departmental records in accordance with established retention and confidentiality requirements.
• Prepare routine reports and spreadsheets; organize meetings and departmental activities as assigned; and provide administrative support to management. Assist with maintaining general information and status records for Capital Improvement Projects (CIP), including project descriptions, budgets, schedules, expenditures, purchase orders, invoices, and related documentation as assigned.
• Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Typical Qualifications

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

• High School Diploma or GED equivalent.
• Four (4) years of administrative support, bookkeeping or related experience or an equivalent combination of education, training and experience
• Must possess and maintain a valid state driver's license with an acceptable driving history.

PREFERRED EDUCATION AND EXPERIENCE

• Prior municipal government experience.

Knowledge, Skills and Abilities, Work Environment and Work Hours

KNOWLEDGE, SKILLS AND ABILITIES:

• General knowledge of administrative practices, purchasing procedures, expense-account classifications, and financial documentation.
• Working knowledge of Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, with the ability to create, format, maintain, and retrieve administrative and financial information.
• Experience using Microsoft Outlook and other electronic communication and calendaring tools in a professional office environment.
• Ability to learn and effectively use municipal ERP, payroll/timekeeping, purchasing, recreation/program, records-management, and other departmental software systems, as well as standard office equipment.
• Ability to organize and prioritize multiple administrative, purchasing, payroll, personnel, and customer-service assignments while meeting established deadlines and maintaining accuracy.
• Ability to work accurately and effectively under deadlines, including during payroll processing, fiscal year-end, purchasing cycles, special events, and other periods of increased departmental activity.
• Strong written and verbal communication skills, professional customer-service skills, and the ability to communicate effectively with City employees, supervisors, vendors, residents, and representatives of other governmental agencies.
• Highly organized, detail-oriented, and capable of maintaining effective electronic and physical filing systems for personnel, payroll, purchasing, financial, project, certification, and general departmental records.
• Ability to work independently, exercise sound judgment within established policies and procedures, maintain confidentiality, and seek guidance when a matter exceeds assigned authority.

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.

WORK ENVIRONMENT:

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

• None.

WORK HOURS:

Monday-Friday 8am-5pm (May be required to work nights, weekends and holidays to meet the business needs of the City.)

ESSENTIAL SAFETY FUNCTIONS

It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

AMERICANS WITH DISABILITIES ACT COMPLIANCE

The City of Deerfield Beach is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

EMERGENCY MANAGEMENT RESPONSIBILITIES

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

The City of Deerfield Beach values the service veterans and their family members have given to our country and supports the hiring of returning service members and military spouses.

CITY OF DEERFIELD BEACH 2026 BENEFITS SUMMARY

HOLIDAY LEAVE

Twelve (12) days shall be the days observed by all City employees as holidays and the one (1) personal leave day shall be taken at the employee's discretion with permission of the Department Director or their designee (once each calendar year)

New Years DayLabor DayMartin Luther King Jr. DayVeterans DayPresidents DayThanksgiving DayMemorial DayDay Following Thanksgiving DayJuneteenthChristmasIndependence Day Day preceding or following Christmas Day as designated by the City Manager

VACATION LEAVE

Employees start to accrue vacation leave effective at the start of the first full month of employment based on the following schedule:

Service TimeLeave Accumulated Annually HoursMaximum Accrual Hours0 - 48 months96 hours per year19249 - 108 months112 hours per year224109 - 168 months136 hours per year272169 months and over 176 hours per year352

SICK LEAVE

Employees start to accrue sick leave effective at the start of the first full month of employment. Employees sick days shall be credited at the rate of eight (8) hours or one (1) working day for each month of completed service.

RETIREMENT PLAN

The City provides a defined contribution plan under Section 401(a) of the U.S. Internal Revenue Code. The City contributes eight percent (8%) of your salary as an employee, and you as an employee contribute four percent (4%) of your salary. The City has a 5-year Vesting Schedule. Vesting refers to your ownership of the money in your account. Based on your period of service completed you are gradually vested in your employer contributions: 20% in 1 year, 40% in 2 years, 60% in 3 years, 80% in 4 years and 100% upon the completion of 5 years of service.

Employees may also make voluntary contributions to a 457 Deferred Compensation Plan, up to the annual limit as defined by the IRS.

EDUCATIONAL REIMBURSEMENT PROGRAM

Full-time employees are eligible to receive educational reimbursement for undergraduate and graduate coursework according to the following criteria and schedule of benefits. Employees who have completed their one (1) year of employment are eligible to participate in the Educational Reimbursement Program. With approval of the course(s) and subject to availability of funds, employees may be eligible for reimbursement (other than Masters Degree program courses) of 100% for a grade of A, 90% for a grade of B, and 75% for a grade of C. The City will provide reimbursement up to a maximum of $5,250.00 per tax (calendar) year based on current federal taxation requirements and limits, or as may be modified in future years. Per IRS regulations, tax-free benefits under an education assistance program are limited to $5,250 per employee, per year.

ANNUAL EVALUATIONS

An annual evaluation will be given on the anniversary date of employment. Annual evaluations are eligible for merit increases to commensurate with the City's pay for performance policy of up to 3%.

DISCOUNT PROGRAMS

The City offers a variety of discount programs. The following are some areas for available discounts: Tickets at Work, Government Car Rental, Tri-Rail EDP Discount., and etc.

WELLNESS PROGRAMS

Employees on the Citys medical plan may participate in the City's Wellness Program to help offset the cost of their medical premiums. For new hires, points toward the Wellness Program can be accumulated starting from your date of hire through the last day of the year. Existing employees may begin participating in the program at any time. Please note, points will only be tallied on a calendar-year basis.

EMPLOYEE BENEFITS HIGHLIGHTS

The City of Deerfield Beach provides group insurance benefits to eligible employees. The Employee Benefit Highlights Booklet provides a general summary of the benefit options as a convenient reference.

2026 Employee Benefits Highlights

Please note, the benefits listed above are subject to change. Full descriptions of each benefit listed may be found in the Employee Benefits Highlight Booklet, Employee Personnel Rules and Regulations, applicable Collective Bargaining Agreement, or by contacting Human Resources and Risk Management at 954-250-4107 or web.hr@deerfieldbeach.com

01

Which of the following best describes your highest level of education?

• Less than High School
• High School Diploma or Equivalent
• Some College
• Associates Degree/Trade School/Certification
• Bachelors Degree
• Masters Degree or higher

02

This position requires a minimum of four (4) years of administrative support, bookkeeping or related experience or an equivalent combination of education, training and experience. Which of the following best describes your experience as indicated above? Your response must be validated by the information provided in the WORK EXPERIENCE section of your application and will be verified by Human Resources if selected.

• Less than 2 years
• More than 2 years but less than 3 years
• More than 3 years but less than 4
• 4 years or more

03

Do you have possession of a valid Florida drivers license with an acceptable driving history? (must remain valid throughout employment)

• Yes
• No

04

Has your drivers license ever been suspended, cancelled or revoked for any reason in the past 7 years?

• Yes
• No

05

Do you have prior municipal government experience? Your response must be validated by the information provided in the WORK EXPERIENCE section of your application.

• Yes
• No

06

Have you previously applied to this or any other position with the City of Deerfield Beach?

• Yes
• No

07

If yes, please state the position(s) and dates applied.

08

Where did you hear about this job opportunity?

• Governmentjobs.com
• LinkedIn
• Social Media
• Deerfield-beach.com
• Word of Mouth
• Other

Required Question

Employer City of Deerfield Beach

Address 150 NE 2nd Avenue

Deerfield Beach, Florida, 33441

Website http://www.deerfield-beach.com