Senior Administrative Assistant - City Manager's Office

The City of Tamarac has an exciting opportunity available for a Senior Administrative Assistant in the City Manager's Office

At the City of Tamarac, we believe that a career in public service is more than just a job – it’s an opportunity to make a meaningful difference in the community we serve. Guided by our core values of Teamwork, Accountability, Innovation, Professionalism, and Integrity, we are dedicated to fostering a supportive workplace where employees feel valued, empowered, and inspired to contribute their talents.

As part of our team, you’ll help shape a vibrant, inclusive, and forward-thinking community – working alongside colleagues who share a passion for service and a commitment to excellence. Join us in building a better Tamarac, where your work matters and your contributions create a lasting impact.

Performs a variety of routine to complex clerical and administrative activities for the City of Tamarac (City). Work involves keeping official records and providing administrative support to the Office of the City Manager staff, interacting frequently with the public, and assisting in the administration of the standard operating policies and procedures of the department. Prepares and maintains confidential City and personnel records and files.

Work is performed under limited supervision with moderate latitude in the use of initiative. Position relies on experience and exercises some independent judgment to determine the best approach by using and interpreting policies and procedures. Reports to Deputy City Manager or designee.

The essential functions listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Personnel may also perform other duties as assigned.

Provides administrative and project support for grant development and administration, including tracking funding opportunities, maintaining grant calendars, assisting with application preparation, and monitoring reporting deadlines and compliance requirements. Maintain organized records and documentation related to economic development agreements, grant files, and governmental communications.

Assists in coordinating intergovernmental relations activities, including scheduling meetings with local, state, and federal agencies, preparing briefing materials, and tracking legislative issues impacting municipal operations.

Supports economic development initiatives by maintaining project files, assisting with business outreach efforts, coordinating stakeholder meetings, and compiling data related to development projects and incentives. Track and manage special projects and cross-departmental initiatives, ensuring deadlines are met and progress is documented and communicated effectively. Maintain organized records and documentation related to economic development agreements, grant files, and governmental communications.

Receives the public and answers questions; responds to inquiries from personnel, citizens, and others; refers to appropriate department/personnel as needed.
Answersphonesandemails,providinginformationorroutingandcommunicationcallstoappropriate department/personnel as required. May compile data related to departmental workplans and strategic initiatives.

May assist with the Customer Request Tracking System (CRT or equivalent) for new requests; reviews and answers routine on-line requests with accurate information and in a timely manner; identifies and notifies appropriate internal personnel for complex requests and issues requiring escalation.

Composes, prepares, edits, and proofreads a variety of professional, official, confidential, and legal correspondence, reports, memoranda, including but not limited to, agenda packets for meetings, PowerPoint presentations, public notices and legal advertisements, personnel action and change of status forms and memorandums, grievance responses, performance evaluations, and digital or printed marketing and promotional materials.

Maintains and creates electronic files and records, including when working out of multiple office locations; uploads and scans a variety of correspondence, documents, and forms to appropriate electronic filing systems; inventories files in accordance with records retention policies, forwarding
designated files to long-term storage; tracks items requiring a response or action from other departments.

Coordinates tracking systems for departmental record-keeping; updates logbooks, assigns tracking numbers, and monitors status to ensure timely completion; reviews progress, files, and notes, discussing issues with appropriate department leader/personnel.

Processes various applications for services; uploads to electronic filing system; monitors application status to ensure deadlines are met.

Prepares and reconciles expenditures for the annual budget; enters information into the applicable financial software, escalating any identified issues to appropriate leaders; recommends and or develops proposed updates to the (annual) budget.

Processes accounts payable and receivables for assigned department and/or an assigned business area/division; reconciles and processes requisitions and departmental purchase and work order requests.

Enters and reconciles payroll data and records for regular processing and/or verify accuracy of information in the system as scheduled and/or requested.
Maintains and schedules calendar reservations for conference rooms; manages details of meeting preparation, including set up and breakdown of facilities and/or requested support items, such as refreshments, supplies, and/or materials.

Coordinates travel arrangements for assigned staff members pertaining to meetings, trainings, and conferences; processes all travel expense reports accordingly.
Attends committee and staff meetings as assigned and may serve as liaison between departments or with external agencies and organizations.

Sorts, opens, and/or distributes incoming and outgoing mail for personnel; inputs and updates information into designated manual and/or electronic correspondence logs. Maintains inventories and orders office supplies and materials.

Trains clerical personnel as needed and/or assigned and may learn and perform the work of lower and higher-level personnel to ensure continuity of services and communication to public customers and internal activities.

Adheres to all City and public health and safety guidelines and protocols; performs job functions in a safe manner and reports all safety hazards per established policies and procedures.

Maintains quality communication and interaction with all City personnel, representatives from external organizations, and the public to maintain goodwill toward the city and to project a positive City image.
Demonstrates behaviors that support the City’s Vision and Values. Maintains on-call work availability as assigned, to prepare for, respond to, or recover from a hurricane, tropical weather event, or other emergency to meet the city’s obligation to remain operational before, during, and after the event; duties assigned may or may not be typical of the job and are contingent upon the needs of the city and the residents because of the event.
Establishes and maintains effective working relationships with those interacted with during work regardless of race, color, religious creed, national origin, ancestry, sex, sexual orientation, gender identity, age,geneticinformation,disability,politicalaffiliation,militaryservice,ordiverseculturalandlinguistic backgrounds.
Supervisory Responsibilities

This position has no supervisory responsibilities.

Pay and Bargaining Status

This is a non-exempt position pursuant to the Fair Labor Standards Act and is paid on an hourly basis, issued bi-weekly, and subject to overtime pay in accordance with the terms of the current City of TamaracPersonnelManual.Thispositionisexcludedfromthecollectivebargainingagreementsbetween the City of Tamarac and the Federation of Public Employees and between the City of Tamarac and the Local 3080, Metro-Broward Professional Fire Fighters, IAFF.High school diploma or GED required; with specialized course work in general office practices such as typing, filing, and basic accounting; supplemented by three (3) or more years of progressively responsible clerical experience; or an equivalent combination of education, certification, training, and/or experience.

PREFERRED QUALIFICATIONS
Associate degree or technical certification.

Required Certifications and Licenses
May be required to possess and maintain a valid State of Florida Driver License and the ability to travel independently from one city location to another or to offsite location/s.

National Incident Management System (NIMS) training will be required (and sponsored) according to job duties and responsibilities.

NOTE: Job description, minimum qualifications, and the standards required to perform the essential functions are detailed in the official job description. The City of Tamarac is a drug-free workplace. Recommended candidates must pass a pre-employment drug screening prior to appointment, as appropriate. An eligible veteran or spouse of veteran shall receive preference in the selection process as provided for in the Florida Statutes. To obtain veteran’s preference, a candidate MUST submit a copy of a DD-214, Certificate of Discharge, or Statement of Eligibility with their application.

FIRST REVIEW OF APPLICATIONS: April 13, 2026. Subject to closing at that time, or when sufficient number of applications are received.