Salary: $23.02 – $37.14 Hourly
Location : Boca Raton, FL
Job Type: Full-Time
Job Number: 03434
Department: Recreation Services
Division: Administration 61/20001
Opening Date: 08/17/2023
Closing Date: 8/31/2023 11:59 PM Eastern
FLSA: Non-Exempt
Bargaining Unit: N
Job Description
Do you want to be a part of the team that helps make the City of Boca Raton one of the best places to live, work and play? We provide world-class services, parks, beaches, and public safety. This can only happen when the best, brightest, and most committed individuals come to work for our City. We encourage like-minded individuals to apply and be part of our team! Join us at #WorkforBoca.
SCHEDULE
Monday – Friday
8:00 am – 5:00 pm
Essential Functions
GENERAL DEFINITION OF WORK:
Performs difficult skilled clerical and responsible administrative work undertaking a variety of assignments in a municipal office; does related work as required. Work is performed under general supervision. Supervision may be exercised over subordinate clerical personnel.
TYPICAL FUNCTIONS:
Greets visitors, takes and screens telephone calls and mail directed to the department or agency.
Gives information to the public or directs requests to the appropriate person.
Handles a variety of routine administrative or technical department or agency assignments.
Processes all personnel requisitions, status forms, and evaluations and performs associated clerical and administrative follow-up activities; prepares payroll.
Transcribes correspondence and memoranda; keeps confidential files.
Helps prepare a budget and monitor expenditures; keeps revenue and expenditure records; monitors budget line items.
Prepares payroll and maintains payroll-related records and files.
Transcribes correspondence and memoranda.
Composes and types of letters, memoranda, reports, and other documents independently from brief instructions in conformance with policies.
Sets up and maintains filing systems and office procedures.
Types reports and statements; keep confidential files.
RELATED TASKS:
Obtains price quotations and prepares purchase requisitions.
Handles and processes personnel requisitions and performs associated clerical and administrative follow-up activities.
Makes appointments for the supervisor, other personnel, and members of various boards, committees, commissions, etc.; maintains appointment calendar; makes travel arrangements.
Collects information and prepares a variety of complex reports; maintains various financial records.
Supervises and trains subordinate clerical personnel.
Performs related tasks as required.
Knowledge, Skills and Abilities
KNOWLEDGE, SKILLS, AND ABILITIES:
Thorough knowledge of standard office practices, procedures, equipment and secretarial techniques; thorough knowledge of department or agency functions, organization and policies; thorough knowledge of business English and spelling; ability to establish and maintain effective working relationships with City officials, associates, and the general public; ability to organize and perform work independently; ability to lay out and type complex forms and tables; ability to make complicated arithmetical calculations; ability to type accurately at a rate of 45 WPM; skill in the use of a variety of standard and automated office equipment.
Minimum and Preferred Qualifications
EDUCATION AND EXPERIENCE:
Any combination of education and experience equivalent to graduation from an accredited community college with major course work in office management, secretarial science, or related field and four (4) years of experience in secretarial work.
SPECIAL REQUIREMENTS:
Possession of a valid State of Florida Class “E” driver’s license with no more than six (6) points in a three (3) year period.
POST-OFFER BACKGROUND REQUIREMENTS:
The background check process for this position may include the following:
- Criminal Background Check
- Employment Verification
- Reference Checks
- Motor Vehicles Report (MVR) Check
Job description specifications are intended to present an illustrative description of the range of duties, the scope of responsibility, and the required level of knowledge, skills, and abilities necessary to describe the primary functions of the job. Specifications are not intended to reflect all duties performed by the employees in each position assigned to the class. Individuals may perform other duties as needed, including work in other functional areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the workload as required by business necessity.
The City of Boca Raton is an Equal Opportunity, Inclusive, Veteran’s Preference Employer and Drug Free Workplace. It is the policy of the City of Boca Raton to prohibit discrimination on the basis of race, color, religion, gender, gender identity or expression, marital status, age, national origin, disability, pregnancy, familial status, sexual orientation, genetic information, or any other status or condition protected by applicable federal, state or local laws.
BENEFITS SUMMARY
Full-Time Non-Bargaining Employees
ANNUAL LEAVE: Shall accrue prior to an employee attaining permanent status in the classified service, and may be used after six (6) months of employment at the sole discretion of the Department Head, but it shall not be paid out upon resignation or termination unless the employee has attained permanent status (one full year). The maximum accrual is 360 hours.
Year of Service Accrual 0 to 5 full years 8 hours per month 5 to 10 full years 10 hours per month 10 to 15 full years 12 hours per month 15 full years and over 14 hours per month
CASH OUT OF ANNUAL LEAVE: Employees who have attained permanent status shall be permitted to cash out up to forty (40) hours of accrued and unused Annual Leave, either in a single lump sum payment or two or more partial payments, each fiscal year.
SICK LEAVE: 8 hours per month. Any hours in excess of 960 will be paid off annually at 50%. Upon retirement, employees with a minimum of 5 years continuous service will receive 50% of sick leave balance. Termination for reasons other than retirement shall be entitled to payment for accrued, but unused sick leave, as follows:
Years of service Percentage Less than 2 full years 0% 2 to 5 full years 10% 5 to 10 full years 20% 10 full years or more 30% Retirement (normal, early or disability) 50%
HEALTH INSURANCE (Premiums): Employee Medical (Base Plan) – Paid 100% by City. Employee contributions are required for the buy up employee coverage plans. Employee Dental (DHMO or Basic PPO Plan) & Vision (Basic Plan) paid 100% by City. Employee contributions are required for the Employee + Dependent(s) for the Medical, Dental, & Vision Plan.
CONTINUOUS SERVICE BENEFIT: As of December 1 each year – Paid during the month of December.
Year of Service Benefit 5 to 10 full years $600 annually 10 to 15 full years $800 annually 15 full years and over $1,100 annually
RETIREMENT PLANS: The two pension/retirement options are listed below:
- An option to enroll in a Defined Contribution Retirement Plan. The Defined Contribution Retirement Plan will not require a mandatory contribution. The City will contribute seven (7%) percent of the annual base wages annually. The vesting period for this plan shall be one (1) year from date of hire in the classified service, which coincides with your one-year probationary period.
- An option to enroll in a Defined Benefit Retirement Plan option is available. There is a ten (10) year vesting period with a multiplier of 2.00% at normal retirement and a mandatory seven and three-quarters (7.75%) percent employee contribution.
- The two (2) options will be fully explained prior to an irrevocable selection.
Optional: 457 Deferred Compensation Savings Plan is available.
HOLIDAYS: 14 per year: 11 recognized holidays and 3 floating days which are allocated for the fiscal year beginning October 1, to all 8 hour per day employees. Employees hired between October 1 and March 31 shall receive 3 floating holidays. Employees hired between April 1 and September 30 shall receive 1.5 floating holidays. Floating holidays must be used within the fiscal year. Non-task employees working 10-hour days receive 10, 10-hour paid holidays but do not receive floating holidays.
FUNERAL LEAVE: Up to 3 workdays – In State; Up to 5 workdays – Out of State
TUITION REIMBURSEMENT: Full-time employees are eligible for tuition reimbursement as outlined in the City’s Tuition Reimbursement Policy which is available in Human Resources and subject to the availability of departmental funds.
MILITARY LEAVE: Members in military reserve units who attend annual training are entitled to paid leave not to exceed 30 days each calendar year.
EAP: Employees, spouses, and eligible dependents have access to five (5) face-to-face sessions with a counselor through Cigna’s Employee Assistance Program (EAP). Services include assistance with legal, financial, parenting, elder care, pet care, and identity theft.
01
Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?
- Yes
- No
02
Do you possess and maintain a valid Florida driver’s license – or are you able to obtain within thirty (30) days of hire?
- Yes, I have a valid Florida driver’s license
- No, I do not have a Florida driver’s license but can obtain within thirty (30) days of hire
- No, I do not have a Florida driver’s license and cannot obtain within thirty (30) days of hire
03
What is the highest level of education that you have completed?NOTE: You must attach proof (diploma or degree or transcripts) of highest education completed with your application. Failure to do so may result in your application being marked as incomplete.
- Less than High School
- High School Diploma or GED
- Trade or Vocational School
- Associates Degree or 60 credits of college courses
- Bachelors Degree
- Masters Degree
- Doctoral Degree
04
What area of study is your education?
05
Have you attached proof (diploma or degree or unofficial transcripts) of highest education completed with your application?Failure to do so may result in your application being marked as incomplete and removed from consideration.
- Yes
- No
06
How many years of experience do you have in performing intermediate level work in office operations, specifically providing secretarial/administrative/office support?
- I have no previous experience
- 6 months but less than 1 year of experience
- 1 year but less than 2 years of experience
- 2 years but less than 3 years of experience
- 3 years but less than 4 years of experience
- 4 years but less than 5 years of experience
- 5 years or more
07
Do you have previous experience in providing secretarial/administrative/office support specifically for government or public agency?
- Yes
- No
08
Please indicate your level of proficiency in Microsoft Word.
- No experience
- Beginner
- Intermediate
- Advanced
- Expert
09
Please indicate your level of proficiency in Microsoft Excel.
- No experience
- Beginner
- Intermediate
- Advanced
- Expert
10
Please indicate your level of proficiency in Microsoft Outlook.
- No experience
- Beginner
- Intermediate
- Advanced
- Expert
11
Please briefly tell us about your experience in providing intermediate level secretarial/administrative/office support. This experience must be clearly listed on your application work history. NOTE: “See Resume” will not be considered as a valid response. If you have no previous experience, please state “N/A”
12
To be considered for employment with the City of Boca Raton, applicants must provide at least ten (10) years of continuous history. Did you account for the last ten (10) year period including all employment, periods of inactivity, school and/or retirement?
- Yes
- No
Required Question