Development Services Support Coordinator (Engineering, Transportation & Mobility Division) bei City of Hollywood, Florida
City of Hollywood, Florida · Hollywood, Vereinigte Staaten Von Amerika · Onsite
- Professional
- Optionales Büro in Hollywood
About the Department
| Come to a City that Builds Careers! As one of the largest cities in Broward County, the City of Hollywood provides an energetic, innovative and collaborative work environment for its employees. Want Top Notch Insurance? We offer low cost health insurance giving you the best value - Medical, Dental, Vision and Flexible Spending Plans. Need Work Life Balance? We have got you covered with a 4-Day Work Week and an Award Winning Wellness Program. And We Don’t Stop There. The City of Hollywood provides a generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave. Repaying Student Loans? Employees at the City with 10 years of public service and on-time payments qualify for the Federal Student Loan Forgiveness Program. Let’s Partner Together and Come Grow with the City of Hollywood. Apply Now! For more information about this position and our competitive pay, benefits package and pension plan, refer to this job posting or our City website at https://www.governmentjobs.com/careers/hollywoodfl . Current Vacancy in the Engineering, Transportation & Mobility Division Starting Pay For This Position Dependent On Qualifications |
JOB SUMMARY
Under the direction of either the Planning Manager or the City Engineer, the Administrative Coordinator performs a variety of administrative and clerical duties to ensure effective support for Development Services (either the Planning or Engineering Division). The role requires excellent organization, discretion, and multitasking abilities to manage calendars, emails, meeting scheduling, and project coordination. This role supports the division’s management team by maintaining smooth operations and timely communication within the department and with external stakeholders. The incumbent may supervise one to three (1 - 3) office support staff. Work is reviewed through conferences and written reports for results obtained and adherence to established policies and procedures.
ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:
General Administrative Support for Division Management
- Approves the requisition of supplies and equipment; prepares budgets and payroll for the assigned division.
- Maintain and manage the calendars of the Division Manager (Planning or Engineering), ensuring efficient scheduling of meetings, appointments, and events.
- Designs and maintains specialized filing systems, document or library collections; maintains appointment calendar; coordinates special projects or committees as directed by superior.
- Monitor and manage the email inbox of Division Management, prioritizing and flagging important communications, and drafting responses when required.
- Schedule and coordinate meetings, prepare agendas, take minutes, and follow up on action items for division-related meetings.
- Handle incoming communications, including phone calls, emails, and in-person inquiries, ensuring timely and appropriate responses or redirection.
- Prepare and edit correspondence, reports, and presentations as requested by division leadership.
- Track incoming contracts, ordinances, and significant documents, ensuring proper review and response by the Division Manager.
- Serve as the first point of contact for both internal and external stakeholders, providing information and assistance on planning or engineering-related queries.
- Manage public inquiries regarding zoning, permitting, construction, and infrastructure, and refer more complex matters to the appropriate division leadership.
- Ensure professional and accurate responses to the public, adhering to City policies and procedures.
- Assist division leadership in identifying and implementing process improvements to enhance operational efficiency and reduce turnaround times.
- Provide administrative coordination for cross-departmental projects, ensuring proper communication and workflow between Planning, Engineering, and other City divisions.
- Track and monitor the department's budget, assisting in the preparation of expense reports and projections.
- Monitor and maintain office supplies and equipment, processing purchase orders and requisitions as needed.
- Ensure the division adheres to City policies regarding time-keeping, safety, and ethics.
- Assist in the coordination of development review processes, ensuring that applications, documents, and schedules are managed efficiently.
- Support with administrative tasks associated with ongoing planning initiatives, including but not limited to updates to the Comprehensive Plan, zoning regulations, and land-use policies.
- Organize public meetings, workshops, and hearings related to urban planning, zoning changes, and development proposals.
- Provide assistance to Boards and advisory committees.
- Maintain records and databases related to land-use applications, zoning, environmental reviews, and permits.
- Facilitate communication with developers, consultants, and community members involved in development projects.
- Provide administrative support for capital improvement and infrastructure projects, coordinating between the City Engineer, contractors, and other agencies as required.
- Manage project timelines and track key milestones and budget, preparing reports for the City Engineer on project status.
- Oversee documentation related to infrastructure improvements,.
- Support compliance monitoring for construction projects, ensuring adherence to City, state, and federal regulations.
- Oversee the Right of Way permits and Café Permit process.
Position Duties
EDUCATION/EXPERIENCE:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Required:
- High School Diploma or GED equivalent with five (5) years of progressively responsible experience in an administrative support role, preferably in a planning, engineering, or technical office environment.
- Experience with managing executive-level calendars and communications.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools.
- Associate’s or Bachelor’s Degree in Business Administration, Public Administration, or a related field.
- Knowledge of permitting, zoning, or infrastructure.
CERTIFICATES, LICENSES, REGISTRATIONS:
- Valid Driver’s License: With proof of automobile insurance
- Background Check: Must have an acceptable background record
- Driving Abstract: Must have an acceptable driving record
KNOWLEDGE, SKILLS, ABILITIES:
- Strong organizational skills, with the ability to manage multiple tasks and prioritize effectively for Division Management.
- Knowledge of municipal planning or engineering procedures, including permitting processes, zoning, and capital improvement projects.
- Ability to manage calendars, coordinate meetings, and handle high volumes of communication for division leadership.
- Strong written and verbal communication skills, ensuring clear and effective communication with internal and external stakeholders.
- Ability to independently manage tasks, make decisions, and propose process improvements to enhance division operations.
- Proficiency with modern office equipment and software, including project management and database tools.
- Ability to make complex decisions and interpretations in accordance with established rules, policies, and procedures.
- Ability to direct and supervise a group of subordinates in a manner conducive to full performance and high morale.
- Ability to communicate information tactfully and impartially.
The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert up to 50 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require the use of fingers or hands to manipulate objects such as picking, gripping, or pressing. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT:
Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.
Minimum Qualifications
Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.
Examination: Depending on the number of applicants and the quality of their education and experience, the examination may consist of one or more of the following tests: written examination, performance examination, education and experience evaluation, oral examination and/or other job related examinations.
You will be notified of the time and place of your examination when you file or later by mail. A passing grade is required on each part of the process. Repeated participation in any examination for which the same test is used is limited to once every 6 months. Your examination results will be sent by email as soon as possible after the grading is completed.
Final passing grades are used to determine a candidate's position on the eligibility list of successful candidates. Departments fill vacancies from this list. The top three names are considered for each vacancy unless otherwise modified. Those not appointed are returned to the eligibility list for further consideration in accordance with the Civil Service Ordinance. Your name will remain on a register for one year for open competitive examinations and two years for closed competitive except where labor contract conflicts.
Your name may be removed from an eligibility list prior to one year according to Hollywood's Civil Service Ordinance or labor contracts. Your eligibility may be canceled if you refuse a position or if you are not available for work. You are responsible for notifying the Employment Office, in writing, of any change in your address or telephone number.
Special Accommodation and Communication Needs: The City of Hollywood provides necessary reasonable accommodation in the examination process upon request to persons with disabilities. Such requests must be made PRIOR to any scheduled examination.
Veteran's Preference: The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible. Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements. To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the Florida Department of Veterans' Affairs.
Other Qualifications
All successful applicants will be required to pass an extensive background which may include criminal history searches, driving history checks, credit report, courthouse searches, education verification, employment verification, professional license verification, or other search methods as deemed necessary for the position. In addition, the applicant will be required to undergo a medical examination, which may include a drug screening, prior to appointment.
EMPLOYMENT OF RELATIVES: The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees. Effective January 28, 2008, a relative may only be hired under the following additional conditions:
- The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
- The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
- The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.
REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.
All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).
The City of Hollywood is an Equal Opportunity / Equal Access Employer. Jetzt bewerben
