Hybrid Administrative Specialist - Utilities Department bei Town of Davie, FL

About the Department

Hours of Work: The Town of Davie operates on a four (4) day work week schedule (10 hours per day). This position's schedule will be Monday-Thursday either 7:00am - 5:30m or 7:30am-6:00pm in person at the Utilities Department.

Under general supervision, performs a variety of responsible clerical, secretarial, administrative, procurement and public contact duties in the Utilities Department. Employee is involved in departmental programs and activities, and work is characterized by its variety, complexity and confidential nature. Reports to the Utilities Director.

Position Duties

• Graduation from an accredited High School or GED.
• Two (2) years of responsible experience in secretarial or administrative work.
• Intermediate to expert level operation of Microsoft Office i.e., Word, Excel, and PowerPoint.
• Ability to obtain Notary Public within three (3) months of employment. 

Minimum Qualifications

• Functions as a timekeeper for the Department and processes payroll for all personnel, abiding by all applicable policies and procedures.
• Assists with processing accounts payable transactions for Department including requisitions, purchase orders and invoices; ensuring compliance with all contract requirements and Procurement Policies and Procedures.
• Assists with Utilities P-Card transactions, codes, reviews, audits and codes transactions to identify any inappropriate items being purchased using P-Cards.
• Monitors account expenditures against procurement needs and advises of shortfalls and necessary budget amendments and or transfers.
• Maintains data from various sources; performs research for completion of reports; organizes data for analysis; assists in the preparation of annual budgets and/or information reports.
• Assists with filing monthly and quarterly water and wastewater reports with appropriate Department, State and Federal agencies as needed. Follows-up with various department personnel to ensure the timeliness of reports. 
• Maintains records and completes renewals for all water and wastewater operators’ licenses. 
• Maintains employee phone tree. 
• Receives and records customer complaints and forwards to appropriate personnel for action and follow-up.
• Assist with establishment and maintenance of the Department Filing System for a variety of electronic and tangible files, Archive-Retention and contracts in the New World database.
• Maintains inventory of office supplies and oversees distribution of supplies.
• Coordinates maintenance of office machinery, processing work orders for necessary repair work.
• Assist with record keeping of departmental personnel, financial, and/or activity records.
• Assist making appointments; arranges travel schedules, makes reservations and prepares travel vouchers and expense reports for department heads and/or division personnel.
• Assist with preparation of agenda for administrative meetings; handles mechanics for planning major meetings; attends meetings, takes minutes or notes and follows through on matters requiring correspondence.
• Composes forms, letters, memorandums, reports and minutes; drafts information and materials for various purposes; assumes responsibility for correctness of spelling, punctuation, format and grammar. 
• Performs Utility lien searches and assist with the resolution of any issues from outstanding liens.

Other Qualifications

Current Benefits: 

• Health Insurance
  • 100% paid by the Town for single coverage, 50% paid by the Town for dependents.  
• Schedule: 4 day work week - 10 hour days (Monday-Thursday)
• Leave: 
  • Holidays – 13 days per year
  • Sick Leave – 3.69 hours accrued per pay period
  • Vacation Leave – Accrue 2 weeks per year, accrual rate increases every 5 years (capped at 4 weeks after 10 years of service).
  • Birthday Leave – 1 day per year after successfully passing probation
  • Quality Service – 1 day per year after successfully passing probation and other conditions.
  • Wellness Days – 2 days per year after successfully passing probation. 
• Pension/Retirement: 
  • Town Sponsored Pension – mandatory 3% contributions per pay period.
  • 457 Deferred Compensation Plan- Employee is entitled to make voluntary contributions through the payroll to the Town sponsored 457 deferred compensation plan only.

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