Job Description

Posting number: NB047-04

Department: Fort Lauderdale Executive Airport

Division: EXECUTIVE AIRPORT - ADMINISTRATION

Job classification: Assistant to the Director

Posting type: Open

Categories: Administration, Administrative Assistant

Summary

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The FXE Department seeks an Assistant to the Director.

The Assistant to the Director is responsible for providing highly responsible advisory and administrative work in support of a department head. An employee in this class is responsible for planning, developing, analyzing, evaluating, advising on, and improving various management control systems, programs and policies, work methods and procedures. This is a professional position and is distinguished from other administrative positions by the higher-level complexity of assignments and broad scope of responsibility working with a high level of sensitive and confidential matters. Incumbent must exercise diplomacy when interacting with the public and City officials; independent judgment and decision-making in researching and problem solving, and in the analysis of policies.

Supervision is received from the Department Director who reviews work through conferences, observation, reports submitted, and results obtained.

This is a classified position covered by the Personnel Rules.

This is a Management Category III position which includes six (6) additional Management Vacation Days and a Vehicle Allowance of $250/month.

Examples of duties

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.

• At the direction of the Department Director, identifies problems or factors inhibiting the effective accomplishment of departmental or city-wide goals and objectives; develops alternatives and makes recommendations; may assist in the implementation of recommendations.
• Compiles data, analyzes information, and generates various administrative reports.
• Develops, initiates, and implements general administrative policies and procedures for assigned areas of responsibility.
• Analyzes work processes and conducts research to identify problems and inefficiencies, and develops recommendations for solutions.
• Prepares reports and information for the Department Director, ensuring work is of high quality in both accuracy and presentation.
• Acquires and disseminates information concerning work methods and procedures, organizational structure, work controls, and similar management functions.
• Serves as assigned staff for special projects.
• Composes correspondence and memoranda; arranges conferences; interprets administrative policies; relays instructions and policy and procedural decisions; coordinates department travel and maintains a log documenting travel costs.
• Schedules and sets up internal and external meetings, takes minutes, and tracks resulting action items.
• Prepares City Commission agendas; serves as department liaison and project lead for system implementations, updates, and program issues.
• Prepares and maintains records for offsite storage.
• Communicates with staff regarding inquiries related to department procedures, Personnel Rules, and union contracts as they relate to department operations.
• Performs related work as required.

Qualifications

MINIMUM JOB REQUIREMENTS:

1. Bachelor's Degree in business, public administration, or closely related field.
2. Must possess at least three (3) years of work experience in 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;

1. Additional qualifying experience or completion of coursework at an accredited college or university in a job-related field, may substitute on a year-for-year basis for the required experience or education.
2. To claim Veterans’ Preference, 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.

PREFERRED QUALIFICATIONS:

1. Demonstrated ability to analyze programs, policies, and operational processes and develop practical recommendations for improvement.
2. Knowledge of or exposure to airport projects, infrastructure programs, or construction-related operations.
3. Proven skill in preparing reports, briefings, and presentations for executive leadership.
4. Ability to coordinate or lead special projects, including system implementations or process improvements.
5. Strong judgment in handling sensitive and confidential information with discretion and professionalism.
6. Proficiency with agenda management systems (e.g., Granicus, Legistar, CivicClerk, or similar platforms);
7. Advanced use of Microsoft Office Suite, particularly Outlook, Excel, Word, and PowerPoint:
8. Strong written communication skills, including drafting professional correspondence, reports, and memoranda:
9. Ability to interpret and clearly communicate policies, procedures, and regulatory information to a variety of audiences.

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.

Supplemental information

The City of Fort Lauderdale receives a high volume of applications, so not every applicant who meets the minimum qualifications will be guaranteed an interview. Candidates are selected for interviews 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 from 9 am to 9 pm EST, Monday to Friday, at (855) 524-5627 or emailsupport@governmentjobs.com.

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