Administrative Assistant II - Public Works

The Position

Starting Salary For Position Is Within $55,328.47 - $62,500 Annually Dependent On Qualifications

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 .
JOB SUMMARY:
Under direction of a department or office director or the top executive of the organization, performs advanced clerical and diverse administrative work. Extensive knowledge of the department and excellent keyboard skills are crucial to this position. Duties include a variety of specialized secretarial tasks and heavy public contact work. The incumbent may supervise four to ten (4 - 10) office support staff. Incumbents have broad latitude in decision making and can answer most policy questions without review by a superior. Work is reviewed through conferences and written reports for results obtained.

(Serves in a Confidential capacity to Police Chief; Director of Financial Services; Fire Chief; Director of Public Utilities; Director of Public Works; Director; Parks, Recreation & Cultural Arts; Director, Planning & Development Services; Assistant City Manager; Director, Office of Human Resources and Risk Management; Director, Information Technology; Director, Office of Parking & Intergovernmental Affairs; and Director, Public Affairs & Marketing)

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Approves the requisition of supplies and equipment; prepares budgets and payroll; checks operating reports for accuracy and conformance to policies and standards; updates publications.
• Composes, edits, and prepares correspondence, invoices, statements, permits, reports and other departmental documents including correspondence and proposals related to the collective bargaining and negotiation process.
• Serves in a supportive role to the Department/Office Head regarding the preparation of correspondence and reports related to the collective bargaining process.
• Operates a computer, photocopier, printer, calculator, microfiche, facsimile machine, or typewriter.
• Designs and maintains specialized filing systems, document or library collections; maintains appointment calendar; coordinates special projects or committees as directed by superior.
• Responds to telephone or in-person inquiries; greets the general public, contractors, and city officials; answers various inquiries personally; provides information on departmental services and functions.
• Directs research, collection and compilation of data for administrative and annual reports, agendas, bulletins, questionnaires, agreements, plans, and documents.
• Supervises, assists, trains and directs clerical personnel; schedules and reviews the work assignments of department staff.
• Develops and revises office procedures; recommends hiring, discipline, and promotion actions; approves overtime, sick leave, and vacations.
• Acts as liaison between the departments’ superior and subordinates, and the general public.
• Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

The Requirements

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 and some college coursework; supplemented by six (6) years of progressively responsible departmental work experience or a Bachelor’s Degree in Business Administration, Public Administration or related field and one (1) year of extensive departmental experience; or an equivalent combination of training and experience. Experience must include the use of computers and standard software applications such as Word, Windows and Excel. Excellent keyboard skills at a rate of 60 WPM corrected as directed by departmental needs.

Preferred:
Bachelor's Degree or college level course work in business, public administration, computer applications or any related field; an equivalent combination of training and experience.

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

CERTIFICATES, LICENSES, REGISTRATIONS :
Administrative Assistant/Secretarial Certifications, Certified Professional Assistant Certification, Microsoft Word Microsoft Excel and Microsoft Outlook, AICP, LEED AP, AIA, Notary Public License.

• 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:

• Knowledge of modern office terminology, methods, practices and procedures.
• Knowledge of modern information systems, spreadsheets, database management and software.
• Knowledge of departmental and municipal rules, regulations, policies, and procedures.
• Knowledge of modern management practices and principles.
• Skill in the operation of modern office equipment.
• Skill in preparing and working within the constraints of a budget.
• Ability to understand and follow complex oral and written instructions.
• Ability to ensure confidentiality in matters related to the collective bargaining process.
• Ability to establish and maintain effective working relationships with fellow employees, superiors, subordinates, contractors, city officials and the general public.
• 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.
• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.

PHYSICAL DEMANDS:

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.

The Examination

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 .

Additional Information

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.

As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.

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.

SUMMARY OF BENEFITS FOR CONFIDENTIAL EMPLOYEES

• Confidential employees shall accrue vacation leave on a bi-weekly basis according to the following schedule:

• up to seven (7) completed years80 hours
• more than seven (7) but less than ten (10) completed years112 hours
• more than ten (10) but less than fifteen (15) completed years144 hours
• more than fifteen (15) but less than twenty (20) completed years160 hours
• twenty (20) completed years and above200 hours

Confidential employees must use fifty percent (50%) of their vacation accrual or up to 80 hours during the vacation year for which it is earned, or it will be lost at the end of the vacation year. At the end of each vacation year, all Confidential employees with unused vacation may carry over and utilize such unused vacation during the next 15-month period following the vacation year in which such vacation time was earned. Cash payment of unused vacation time at the end of the 15-month period will be limited to 50% of the employee’s annual accrued amount.

• Confidential employees shall accrue eight hours of sick leave for each month worked with no limit on the amount of sick leave that is accumulated. Accrued sick leave shall be terminally paid at the following rates in relationship to full years of credited service with the City:

Accrued Sick Leave Payout

• Less than five (5) years 20% sick leave
• Five (5) to ten (10) years 40% sick leave
• Ten (10) or more years 80% sick leave

Upon the accumulation of 200 sick leave hours, all employees have the option of converting up to forty (40) hours of sick leave to vacation leave.

• Employees may participate in the City's Sick Leave Pool Program upon the completion of one year of employment and with a minimum accumulation of 96 hours of sick and/or vacation leave. This program entitles eligible employees to participate in extended sick leave benefits for cases involving non-work related catastrophic, or long-term illnesses, or injuries.

• Confidential employees shall accrue forty (40) personal leave hours per fiscal year. The personal leave year shall begin on October 1 st and end on the following September 30 th . Personal leave days will not accumulate from year to year and cannot be liquidated by cash payment. In the first year, employees hired October 1 through January 31 st will accrue 30 hours personal leave. Employees hired February 1 through May 31 st will accrue 20 hours of personal leave during their first year. Employees hired on or after June 1 will not accrue any personal leave during their first personal leave year.

• Confidential employees may receive the following holidays:

New Year's Day

Martin Luther King,Jr.'s Birthday

President's Day

Memorial Day

Juneteenth

Independence Day

Labor Day

Veteran's Day

Thanksgiving Day

Day after Thanksgiving

Christmas Eve

Christmas Day

New Year's Eve

• Confidential employees will receive two paid workdays each fiscal year (either 8 or 10-hour days) of use-it-or-lose-it time off in recognition of the importance of mental health well-being. During their first fiscal year of employment, employees will receive wellness days prorated as follows: Hired on or after October 1st but before January 31st = two paid workdays; hired on or after February 1st but before June 1st = one paid workday; hired on or after June 1st = 0 wellness days until the new fiscal year.

• Confidential employees will be granted 40 hours of paid bereavement leave for the demise of a close family member.

• Confidential employees shall be eligible to request one paid day off (can be used in half day increments), to volunteer at a charitable organization or school event (that is scheduled on the employee’s normal work day and is of a duration that justifies a full or one-half day off), subject to advance approval by the City and at the sole discretion of the Department Director.

• Confidential employees will receive longevity compensation added to their base salary for the following cumulative years of service with the City:

• 1 year of service 2%
• 3 years of service 3%
• 5 years of service 2%
• 7 years of service 3%
• 10 years of service 3%
• 12 years of service 3%
• 15 years of service 4%

• Confidential employees and families shall be provided with the option of coverage in the City’s health insurance plans. The City will contribute 80% of the premium for employees electing single or dependent coverage on the OAP plan and the employee will be responsible for contributing 20% of the premium; The City will contribute 100% of the premium for employees electing single coverage on the OAPIN plan. For employees adding dependents, the City will contribute 90% toward the premium and the employee will be responsible for contributing 10% of the premium. The biweekly rates are as follows:

Enrollment Tier

Medical OAP

Medical OAPIN

Employee Only

$87.89

$0

Employee +1

$175.78

$39.34

Employee+2 or More

$281.24

$86.56

• Each employee and their dependents enrolled in the City’s medical insurance plan shall have access to the City of Hollywood Employee Health Center, allowing them to conveniently and exclusively access services ranging from routine primary care, urgent care, preventative care, lab work, vaccines, pediatric care for ages 6 months and older, x-rays, health coaching, and much more. All services at the City’s Employee Health Center are free and at no charge to the employee/dependent, with the City paying 100% of the cost of services.

• Each employee shall have the option of completing an annual comprehensive wellness physical through the City of Hollywood Employee Health Center with the costs of the visit paid for by the City, including a comprehensive medical evaluation, ultrasound imaging, cardio-pulmonary assessments, vision and hearing test, and extensive laboratory blood profiles.

• The City's medical insurance covers Regenexx services with copays based on plan tier. Regenexx is a minimally invasive, needle-based procedure that is an alternative to orthopedic surgery. It uses the body's own healing agents, offers lower risk, and reduces recovery times. Regenexx procedures treat a wide range of common joint injuries and degenerative joint conditions, such as arthritis, rotator cuff tears, ACL sprain or tear, and much more.

• Confidential employees shall be provided with group dental with $19.00 of the monthly premium costs paid by the City. There are three benefit plan offerings. The biweekly rates are as follows:

Enrollment Tier

Dental DPPO Low

Dental DPPO High

Dental DPPO Buy UP

Employee Only

$5.17

$21.37

$25.11

Employee +1

$14.80

$40.68

$46.82

Employee+2 or More

$23.69

$58.51

$66.86

• Confidential employees shall have the option to purchase vision coverage through payroll deductions. Three plans are offered, and the biweekly rates are as follows:

Enrollment Tier

VSP Option 1

VSP Option 2

VSP Option 3

Employee Only

$2.36

$3.87

$4.44

Employee +1

$4.73

$7.73

$8.87

Employee +2 or More

$7.61

$12.45

$14.28

• Employees will receive from the City a “use it or lose it” Health Reimbursement Account annually. The amount to the employee is determined by the employee’s medical enrollment status or if no coverage is elected then it will default to the lowest level. The level of the City contribution will be reevaluated once a year. The levels are: Single or no coverage = $400; Employee plus one = $600; and Employee plus two or more = $1000. This benefit is contingent upon the employee completing a biometric visit at the City’s Employee Health Center. In addition, the employee may establish and contribute to a Flexible Spending Account.

• The following biweekly contributions will be made into each employees’ Deferred Retiree Health Savings Account, based on the employee's years of service, by the City and by each employee:

• From 1 - 9 years of service = $25 bi-weekly
• From 10 - 19 years of service = $40 bi-weekly
• 20 or more years of service = $50 bi-weekly

• Confidential employees shall be provided with term life insurance of $25,000 with all premium costs paid by the City. Employees shall have the option of purchasing additional term life insurance at group rates up to an additional maximum amount of $475,000.

• Confidential employees receive Disability Salary Replacement Insurance that will provide for a 60% base salary benefit after a ninety (90) day waiting period. During the ninety (90) day waiting period, an employee may utilize accrued sick and vacation leave. Upon entering the program, the employee may continue to use sick and vacation leave to make up the difference between 60% of salary and 100% of salary.

• Confidential employees shall receive pension benefits according to the provisions of The City of Hollywood Employees’ Retirement Fund (COHERF) in Chapter 33 of the City’s Ordinances which can be found in the online library here . Employees may choose to participate in the COHERF Pension Plan and contribute 8% pretax dollars biweekly with a seven-year vesting period, or employees may instead elect to enroll in a Defined Contribution (DC) plan or a hybrid plan. Click here to retrieve a copy of the Summary Plan Description (SPD), and call the COHERF Pension Office for more information: 954-921-3333.

• The City is a qualifying employer for the Public Service Loan Forgiveness Program. Full-time service at the City contributes to the 120 months of payment for certain federal student loans to be forgiven.

• Confidential employees are eligible to apply for tuition reimbursement in accordance with the following guidelines:

Graduate Benefit

Grade of B or Better 100% Reimbursement

Grade of Pass 100% Reimbursement

Undergraduate Benefit

Grade of C or Better 100% Reimbursement

Grade of Pass 100% Reimbursement

Postgraduate (for Senior Executives) Benefit

Grade of A 100% Reimbursement

Grade of Pass 100% Reimbursement

To be considered for Educational Reimbursement, all coursework must be properly approved prior to the beginning of the class by the Department/Office Director and the City Manager or designee.

Reimbursement may not exceed $3,000 for any employee in any one fiscal year. Any coursework eligible for reimbursement must have a direct relationship to the job requirements of the employee’s position.

Reimbursement may only be provided for attendance at an accredited college or university. Employees enrolled in a technical or vocational institution shall not be eligible for tuition reimbursement under this program.

Reimbursement shall be available for books and course fees subject to the approval of the Department/Office Director and City Manager or designee. Tuition is subject to the approval of the Department/Office Director and City Manager or designee.

Employees who receive benefits under this program, who voluntarily leave the City's employment within two (2) years of receiving such benefit, shall be responsible for reimbursing the City for the entire cost of this benefit.

• The City's award-winning wellness program, Hollywood Wellness, offers opportunities to earn incentives such as gift cards (taxable), gym reimbursements, iWatches, BBQ grills, water tumblers, lunch boxes, duffel bags, and other items for participating in wellness initiatives. Hollywood Wellness is powered by specific funding received by the City’s Third-Party Administrator, Cigna, to improve the health and well-being of City employees, and may be discontinued or limited at any time based on availability of funds and discretion of HR Director. Some features of Hollywood Wellness include:

• Access to the BenTek Wellness Hub, where employees may earn gift cards for completing wellness activities such as preventative exams, dental exams, flu shots, health coaching, or for participating in wellness events such as health seminars and wellness challenges.
• Monthly health seminars/webinars, quarterly challenges, on-site health screenings, confidential counseling sessions, and communication campaigns.
• Access to free state-of-the-art fitness facilities throughout City Departments.
• Partnerships with local community vendors to offer reduced fitness memberships for employees, i.e., OrangeTheory Hollywood, YogaJoint Hollywood, and F45 Hollywood.
• Flexible Fitness Reimbursement Program to reimburse employees for fitness facility memberships after proof of consistent attendance and payment.
• Zen Room for employees to enjoy an ambiance of solitude, where they can refresh themselves with a massage, red light therapy, or just quiet time.
• A mobile lactation pod and dedicated lactation rooms throughout the City.

• Employees may enter into a Deferred Compensation Program through payroll deduction.
• Employees have the option of joining the Sun Credit Union.
• Employees have the option of participating in payroll Direct Deposit.
• Employees have the option of participating in the BeyondMed Plan for elective/cosmetic services, Pre-paid Legal/ID Theft Protection Plans, and AFLAC Plans through voluntary payroll deductions.
• Employees are eligible to participate in the City’s Work/Life Assistance Program offering a wide range of services and support, including 10 free face-to-face or virtual visits with licensed counselors, 24/7 telephonic support, free 30-minute consultations with legal or financial advisers, online tools and webinars.

IMPORTANT NOTICE - This document ‘BENEFITS SUMMARY’, is intended only as a summary of some of the benefits employees may be entitled to as an employee of the City of Hollywood. This is NOT a legal document, does NOT represent any guarantees, and is subject to change at any time.

Closing Date/Time: 2/1/2026 11:59 PM Eastern

• 

• City of Hollywood, FL

• 954.921.3216

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