Senior Administrative Assistant - Capital Projects

Senior Administrative Assistant - Capital Projects

Salary

$62,408.52 - $96,779.48 Annually

Location

101 NE 3rd Avenue, Fort Lauderdale, FL 33301, FL

Job Type

Full Time

Job Number

NB167-20

Department

Capital Projects

Division

ADMINISTRATION

Opening Date

09/01/2026

Closing Date

9/4/2026 11:59 PM Eastern

• Description
• Benefits
• Questions

POSITION SUMMARY

The Senior Administrative Assistant will assist with the implementation, coordination, and oversight of departmental operational programs and initiatives. The position will provide administrative support to Department management and perform a variety of other administrative functions. In addition, the position will be responsible for the daily oversight, tracking, and recordkeeping of FixIt FTL requests and will work closely with the public to address general customer service complaints, concerns, and inquiries.

The successful candidate will also assist with monitoring departmental grants, including tracking grant requirements, deadlines, expenditures, and reporting obligations. The position may also assist with identifying grant opportunities and researching, preparing, and writing grant applications and related documentation.

The Senior Administrative Assistant plans, develops, analyzes, evaluates, advises on, and improves various management control systems, programs and policies, work methods and procedures. At the direction of an administrative superior, this employee may analyze and evaluate major segments of the organization and, based on study findings, develop recommendations and advice to management for the purpose of improving the effectiveness and efficiency of programs and operations management.

Under administrative direction, employee is required to exercise extensive initiative and independent judgment, and to work effectively with the public, City officials and others. Employee must also apply specialized and/or technical knowledge and experience through the interpretation and completion of administrative assignments of unusual difficulty in accordance with City and departmental rules, regulations, procedures and ordinances.

This job classification may be governed by the Personnel Rules, as it is not represented by a collective bargaining unit.

This job classification is in Management Category IV for benefits purposes, which includes Five (5) additional Management Vacation days per calendar year and a monthly expense allowance of $120.00.

ESSENTIAL JOB FUNCTIONS

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position.

• As an assistant to an administrative superior or department head, composes correspondence and memorandums; arranges conferences; interprets administrative policies; relays instructions and policy and procedural decisions; acts for superior on routine matters; and may represent the superior at conferences and meetings, including contacts with outside agencies.
• Identifies problems or factors inhibiting the effective accomplishment of departmental or city-wide goals and objectives; determines requirements and scope of necessary study considering objectives and problems to be solved; collects data; analyzes data; develops alternatives and makes specific recommendations to superior; may assist in implementation of recommendations.
• Makes presentations utilizing charts, slides and other visual support devices.
• Acquires and disseminates information concerning work methods and procedures, organization, work controls and similar management functions.
• Conducts fact-finding interviews, observes operations, consults with and explains to management recommendations made for changes in work operations and other key actions proposed.
• Prepares a variety of written documents including study plans, special and regular reports, systems and organizational analysis, workflow charts, etc.
• May participate in the formulation, preparation and control of the departmental budget through the following: analyzes and reviews financial data in order to develop budget projections; consults with departmental officials regarding funding requests, organizational changes, expenditure levels, budget justifications and narratives; suggests cost-cutting alternatives; advises departmental personnel on budget problems, processes and procedures.
• Provides oversight to the FixitFTL process; manage high volume of complaints from neighbors, other governmental agencies, neighborhood associations, and other various stakeholders of the City.
• Assists with monitoring departmental grants, including tracking grant requirements, deadlines, expenditures, and reporting obligations, and may assist with identifying grant opportunities and researching, preparing, and writing grant applications and related documentation.
• Routes and dispatches work requests to appropriate internal and external departments, ensure follow-up and close out of each FixitFTL request.
• Liaison between neighbors, HOA presidents, Broward County and city staff regarding complaints submitted through the FixitFTL system.
• Schedules and sets up internal and external meetings, takes minutes, and tracks resulting actions required.
• HR timekeeping/payroll tasks.
• May be assigned to direct various phases of departmental administrative operations.
• Performs related work as required.

JOB REQUIREMENTS, PREFERENCES & WORK ENVIRONMENT

MINIMUM JOB REQUIREMENTS:

• Bachelors Degree from an accredited four-year college with major coursework in business or public administration, or related field.

• Three (3) or more years of paid, full-time work experience primarily involving one or more of the following:

• the analysis, planning and development of programs, policies, operations, methods and/or procedures;

• the evaluation of program and operation effectiveness;

• the development of revised administrative practices in order to meet program, policy, organizational or legislative change,

• to expedite work, to effect economies of time, money, personnel and equipment, or

• to otherwise assist in the solution of administrative and management problems.

• Intermediate or higher-level proficiency in Microsoft Word and Excel.

• City employees seeking Veterans' Preference must demonstrate re-deployment since joining the City. Candidates must attach to the application a copy of military separation papers (DD214) and service-connected disability documentation (if applicable) to meet eligibility requirements as stipulated by Florida Statues. For additional information, please refer to the Florida Department of Veterans Affairs. (https://floridavets.org/benefits-services/veterans-preference/)

PREFERRED QUALIFICATIONS:

• Prior experience working in a governmental or public-sector environment
• Experience providing administrative support to departmental management
• Experience coordinating programs, projects, or operational initiatives
• Experience with grant monitoring, administration, and/or preparation of grant applications
• Experience performing HR timekeeping and payroll-related functions, with familiarity using Kronos, UKG, and INFOR systems

As public servants, employees may be required to work immediately before, during, and/or after an emergency. All employees must be available and able to work assigned shifts as determined by their Department Heads.

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 & SUPPLEMENTAL INFORMATION

The City of Fort Lauderdale receives a high volume of applications, so not every applicant who meet sthe minimum qualifications will be guaranteed an interview. Candidates are selected fo rinterviews based on how closely their education and work experience match the specific requirements of the position.

Applicants will be subject to an extensive selection and screening process, which may include, but not be limited to evaluation of training and experience; written; oral and performance-based testing; skills assessment; interview; employment check, background investigation; medical examination; and drug screen. For Public Safety positions, the process additionally includes polygraph examinations and psychological evaluations. The expected duration of the selection process varies by position.

All applicants, including current City of Fort Lauderdale employees, need to fully detail their work experience on the employment application. Applicants must ensure that all required documents submitted are in a format that is acceptable, clear, and legible. It is the applicant's responsibility to update their online profile with accurate personal information, work history, education, and certifications each time they submit a new application. Incomplete applications may result in disqualification.

The City of Fort Lauderdale is an Equal Opportunity, Veteran's Preference Employer and Drug Free Workplace.

For technical support with your application, contact GovernmentJobs.com 9am to 9pm EST, Monday to Friday, at (855) 524-5627 or email support@governmentjobs.com.

The 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.

Click here for additional management benefits.

Say "Hello" to the City of Fort Lauderdale and Say "Goodbye" to Your Student Loan! Under the U.S. Department of Educations Public Service Loan Forgiveness (PSLF) program, the remaining balance on your student loan may be forgiven after you have made 120 qualifying monthly payments while working full-time at the City of Fort Lauderdale! Click here for more information or to see if you qualify.

In addition to the competitive benefits package and salary, the City of Fort Lauderdale participates in the Florida Retirement System (FRS) which offers an investment option and a pension option and requires a 3% contribution from employees. All new City of Fort Lauderdale employees are automatically enrolled in FRS. Click here to view additional information on the Florida Retirement System.

01

How many years of college education have you successfully completed with coursework in business administration, public administration or a related field from an accredited college?

• None
• Less than one (1) year
• One (1) year
• Two (2) years or Associates Degree
• Three (3) years
• Four (4) years or Bachelors Degree
• Masters Degree

02

How many years of experience do you have primarily involving one or more of the following: 1. the analysis, planning and development of programs, policies, operations, methods and/or procedures; 2. the evaluation of program and operation effectiveness; 3. the development of revised administrative practices in order to meet program, policy, organizational or legislative change, 4. to expedite work, to effect economies of time, money, personnel and equipment, or 5. to otherwise assist in the solution of administrative and management problems.

• Less than 1 year
• 1 year
• 2 years
• 3 years
• 4 years
• 5 years
• 6 years
• 7 or more years

03

Do you possess prior experience working for a government entity?

• Yes
• No

04

How many years of professional administrative experience do you possess providing direct support to department or program management?

• No experience
• Less than 1 year
• 1 - 2 years
• 3 - 5 years
• 6 or more years

05

How many years of experience do you have coordinating or assisting with the administration of programs, projects, or operational initiatives?

• No experience
• Less than 1 year
• 1 - 2 years
• 3 - 5 years
• 6 or more years

06

Please indicate your experience performing HR, timekeeping, and/or payroll-related functions. Select all that apply:

• No experience
• Employee timekeeping
• Payroll processing or payroll support
• Reviewing/correcting employee time records
• Leave or attendance administration

07

Which of the following best describes your experience with grants? Select the option that most closely reflects your experience.

• No grant-related experience
• Experience maintaining grant records or tracking grant-related information
• Experience monitoring grant requirements, expenditures, deadlines, and/or reporting
• Experience assisting with researching or preparing grant applications
• Experience independently preparing or writing grant applications and monitoring awarded grants

08

Describe your experience with grant administration, monitoring, and/or grant applications. Include your specific responsibilities and indicate whether you have researched, prepared, or written grant applications. If you do not have grant experience, enter "N/A."

09

Please indicate your skill level with Microsoft Word.

• Beginner (basic functions)
• Intermediate (formatting sections, inserting page and section breaks, page numbers, etc.)
• Advanced (includes mail merges, tables, etc.)
• No experience

10

Please indicate your skill level with Microsoft Excel.

• Beginner (basic functions)
• Intermediate (includes using formulas, making charts and graphs, etc.)
• Advanced (includes using VLOOKUP, pivot tables, etc.)
• No experience

11

Please indicate your skill level using Microsoft PowerPoint.

• Beginner (basic functions)
• Intermediate (includes inserting tables, charts, audio into a presentation, etc.)
• Advanced (includes creating custom templates, designing table layout, etc.)
• No experience

12

Describe how you have multitasked in a dynamic work environment and explain how you prioritized and tracked your work in order to meet deadlines.

13

Why are you interested in the Senior Administrative Assistant position, and what experience, skills, or strengths would you bring to the role?

Required Question

Employer City of Fort Lauderdale

Address Tower Building - 101 NE 3rd Ave

Department of Human Resources - 16th Floor

Fort Lauderdale, Florida, 33301

Phone 19548285300

Website http://www.fortlauderdale.gov