Administrative Assistant-Development (Career Path)

Salary

$45,739.20 - $68,619.20 Annually

Location

Boynton Beach, FL

Job Type

Full Time

Job Number

202500414

Department

Development Services

Division

Development Services

Opening Date

04/28/2025

Closing Date

5/9/2025 11:59 PM Eastern

FLSA

Non-Exempt

Description

Benefits

Questions

Purpose of Classification

PURPOSE OF CLASSIFICATION:

The purpose of this classification is to assist the Development Departments/Divisions (Building, Community Standards, Development Services, Economic Development, Engineering, Planning & Zoning, and Public Art) leadership team in the administrative functions of the departments/divisions and to coordinate and perform various program and office administration duties for the Development Departments. The incumbent will provide administrative support, which requires knowledge of City and departmental policies and procedures. Job duties vary by incumbent.

Essential Functions

ESSENTIAL FUNCTIONS:

The following duties and functions, as outlined herein, are intended to be representative of the @type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Reports directly to the Development Services Administrator, receives direction from the Development leadership team, and provides clerical support for the assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.

Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints and initiates problem resolution. Assists with SagesGov data entry and project tracking. Provides administrative support for department/division staff; opens and distributes mail; maintains department calendars and schedules meetings, appointments, or other activities. Processes zoning and development submittals and collects related fees. Acts as a liaison between the City Planners and the Building Department concerning inspections, building permit review, and extra-jurisdictional coordination. Greets visitors, answers contact center phone calls, screens, and records/relays messages; initiates and returns calls as necessary, and directs calls for the different Departments within Development.

Answers routine correspondence and composes letters for the Department Directors within Development. Routes customers to appropriate departmental personnel and responds to general questions and information requests that do not require detailed or technical knowledge. Responds to public records requests using the GovQ&A software. Performs administrative duties for the Department Directors and Division Directors within the Development departments'; schedules and arranges meetings and appointments; drafts and @types of business correspondence; organizes department meetings; makes travel arrangements; @type letters, department staff meeting minutes, and statements; answers and screens telephone calls; assists staff, visitors, and others.

Creates and reviews Departmental documents and forms. Updates Departmental documents as needed and maintains updated documents for the City's website. Maintains the department's records and files, which may include personnel records, accounting records, budgets, purchasing and payroll forms, contracts, legal documents, ordinances and resolutions, meeting minutes, policies and procedures, and others. Receives various @types of Development Departments' applications and documents from the public. Inputs and maintains accurate data entry of such submitted applications. Notifies applicants of the status of submitted applications and documents throughout the approval process and closing of such applications. Assists in adding City Commission agenda items; prepares Public Art Board and Historic Preservation Resources Board meeting agendas and coordinates with the City Clerk's Office for Board meeting minutes; provides staff support to City advisory board and authority members. Prepares and/or reviews department payroll; prepares purchase requisitions and orders; coordinates inventory systems; reviews and processes personnel authorizations. Conducts data entry of department records, accounts, and reports; reviews additions, deletions, and changes to accounts; oversees customer billing activity; reviews related financial reports.

Serves as staff liaison in coordinating the delivery of City programs and services with other departments and agencies; logs and processes related forms and records, maintains department files and records. Coordinates the review and resolution of citizen complaints and problems. Participates in conducting event, program, and class registrations; receives registration applications and payments; maintains registration cards and materials. Maintains inventory of department supplies, ensures availability of adequate materials to conduct work activities, orders office supplies, materials, uniforms, and sale merchandise; checks shipments for accuracy and processes invoices for payment; maintains inventory records and files for the Department Directors and Division Directors within Development.

Communicate with supervisor, employees, other departments, vendors, contractors, the public, outside agencies, and other individuals as needed to coordinate work activities, review work status, exchange information, or resolve problems.

Minimum Qualifications

Depending upon years of experience this position may be filled at the following levels below

Administrative Assistant Pay Range: $21.9934- $32.9901.

Minimum Requirements:

-High school diploma or equivalent; supplemented by college-level course work or vocational training in business or public administration, accounting, or related fields; and

-Basic understanding of records management; and

-Two (2) years of progressively responsible previous experience that includes related office and administrative work, preferably in a local government organization.

Preferred Qualifications:

-Minimum Qualifications for education and experience must be met before consideration of the following Preferred Qualifications:

-An associate's degree from an accredited college in Public Administration, Business Administration, or a related field.

Skills to be eligible for advancement:

-Employees must complete a minimum of two (2) years in the Administrative Assistant position and meet performance standards.

-Employees must complete the Florida Public Notary course.

-Must obtain the Records Management Certification

-Familiarity with zoning, business licenses, and permitting processes.

-Improve multitasking abilities and learn prioritization techniques to handle multiple projects effectively.

-Enhanced data entry skills and knowledge of development/permitting-specific software (e.g., Sages Gov).

-Two (2) years of Payroll experience.

B. Administrative Specialist Pay Range: $23.697800 - $35.5467

Minimum Requirements:

-An associate's degree from an accredited college in Public Administration, Business -Administration, or a related field and/or three (3) or more years of relevant experience may be substituted for the educational requirement.

-Experience involving customer service and administrative experience.

Preferred Qualifications:

-Minimum Qualifications for education and experience must be met before consideration of the following Preferred Qualifications:

-A bachelor's degree from an accredited college in Public Administration, Business Administration, or a related field.

Skills to be eligible for advancement:

To be eligible for advancement to the Development Coordinator level, employees must complete a minimum of two (2) years in the Administrative Specialist position and meet performance standards.

-A minimum of two years of experience working with zoning, business license, permitting, and/or inspection inquiries and processes.

-Competency in office software such as Microsoft Office Suite (Word, Excel, Outlook) and GovQA software for public record requests.

-Experience with procurement, budgeting, and payroll processes.

-Project coordination and tracking within the development @context.

-At least three (3) years of experience in administrative support, preferably within a local government setting.

C. Development Coordinator Pay Range: $27.0981 - $40.64713

Minimum Requirements:

-bachelor's degree in public administration, Business Administration, or a related field and/or five (5) or more years of relevant experience may be substituted for the educational requirement.

-Experience involving customer service and administrative support, preferably in a municipal setting.

-Strong understanding of zoning, building codes, and development permitting processes.

Preferred Qualifications:

-Minimum Qualifications for education and experience must be met before consideration of the following Preferred Qualifications:

-Master's Degree from an accredited college in Public Administration, Business Administration, or a related field.

-Experience with budgeting and financial management specific to development initiatives.

Skills to be eligible for advancement:

-To be eligible for advancement to the Senior Development Coordinator level, employees must complete a minimum of two (2) years in the Development Coordinator position and meet performance standards.

-Leadership and mentoring within the development @context, with an understanding of city policies related to zoning and permits.

-Advanced project management and organizational skills for tracking multiple development projects.

-Budgeting and financial tracking are specific to development initiatives.

-Continued professional development through certifications, workshops, or higher education in public administration, business, or development-related fields

D. Sr. Development Coordinator Pay Range: $28.8025 - $43.2038

Minimum Requirements:

-Bachelor's degree in public administration, Business Administration, Urban Planning, or a related field and/or five (5) or more years of experience in administration, planning & zoning, permitting, and/or public records management.

-Strong knowledge of municipal government processes, including planning & zoning, BTR, permitting, and public records laws.

-Familiarity with local, state, and federal regulations related to business licensing and development.

-Candidates must obtain a Project Management Certificate within twelve (12) months of employment.

Preferred Qualifications:

-Master's degree in public administration, Business Administration, Urban Planning, or a related field.

-Experience in budget development, monitoring, and financial reporting within a municipal government setting.

-Familiarity with contract administration and procurement processes.

-Supervisory or lead worker experience.

Skills to be eligible for advancement:

-Leadership and mentoring within the development @context, with an understanding of city policies related to zoning and permits.

-Budgeting and financial tracking are specific to development initiatives.

-Opportunities for further advancement to roles such as Development Project Coordinator, Administrative Manager, or Development Services Administrator, where the individual will manage teams and have greater influence over departmental strategies and operations.

-Obtaining a Project Management Certification is required.

-Continued professional development through certifications, workshops, or higher education in public administration, business, or development-related fields.

Supplemental Information

COMMUNICATION COMPETENCIES/K.S.A.'s

Effectively communicates with supervisor, employees, other departments, developers, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review the status of work, exchange information, or resolve problems.

Effective verbal, oral, and written communication and organizational skills. English usage, spelling, grammar, and punctuation.Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.

Ability to prepare accurate and thorough written records and reports.Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal supervisory direction.

Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of policies, procedures, practices, rules and regulations relevant to the Development Department operations and its divisions (Building, Community Standards, Development Services, Economic Development and Planning & Zoning), administration, and personnel.

Knowledge of modern office practices and procedures; computer skills using Windows, Microsoft Office applications, Internet, Adobe Acrobat and conversion techniques, and Microsoft Outlook.

Ability to prioritize and schedule tasks to meet deadlines and objectives.

Highly skilled in customer service, interpersonal relations and serving the public.

Works efficiently in a fast-paced environment with attention to detail.

Knowledge of general accounting principles and practices involving cash receipts, journal entries, invoices, payments and purchase orders.

Ability to troubleshoot, research and resolve customer issues.

Ability to establish and maintain effective and harmonious working relationships with supervisors, co-workers, other City staff, elected officials, and with the general public.

Ability to perform accurate data entry tasks.

Ability to accurately interpret and apply policies and procedures.

Ability to organize work and use time effectively and efficiently.

Ability to perform mathematical calculations.

Ability to identify irregularities and potential problems before they become critical.

Ability to make appropriate decisions and react with good judgment in changing situations or when under pressure.

Full-time employees (those regularly scheduled to work at least 30 hours per week) are eligible for the City's benefit package.

The City of Boynton Beach's comprehensive benefits package includes:

Student Loan Forgiveness

Health Insurance

Dental Insurance

Vision Care Plan

Basic Term Life Insurance

Supplemental Life Insurance

Dependent Life Insurance

Accidental Death and

Dismemberment Insurance

City Pension Plan

Short Term Disability and other Supplemental Plans

Long Term Disability Insurance

Employee Assistance Program

457 Savings Plan (three options)

Paid Annual Leave / Vacation

Bonus Vacation Hours

12 Paid Holidays

Paid Sick Leave / Family Sick Leave

Educational Assistance Program *(Depending on budget funding)

On-site Training Program

Wellness Program

Pre-Paid Legal and Identity Theft Protection Plans

Credit Union

Tax Deferred 125 Premium Plan

Flexible Spending Account

Direct Deposit

Social Security

Student Loan Forgiveness

Let your City of Boynton Beach employment work for you! Under the U.S. Department of Education's Public Service Loan Forgiveness (PSLF) program, your student loan balance may be forgiven after you have made 120 qualifying monthly payments while working full-time with a governmental agency. Visit StudentAid.gov/publicservice for more information or to see if you qualify.

Health Insurance

The City pays the entire premium for an eligible employee. The employee may elect to cover a spouse and/or dependent children by paying the applicable premium for the dependent(s).

Dental Insurance

Premiums for eligible employees are paid by the City. Premiums for any covered dependent are paid by the employee with a contribution by the City.

Vision Care Plan

Premiums for eligible employees are paid by the City. Premiums for any covered dependent(s) are paid by the employee.

Life Insurance / Accidental Death and Dismemberment Insurance

The City provides each eligible employee with term life and accidental death insurance.

Supplemental Life Insurance / Supplemental AD&D Insurance

Employees may purchase supplemental term life insurance on an individual-choice basis with premiums based on age. A matching amount of Accidental Death insurance may also be purchased.

Dependent Life Insurance

Employees who select supplemental coverage for themselves may also purchase coverage for their spouse and dependent children.

City Retirement / Pension Plans

The City has pension plans for general employees, police, and firefighters. Each plan is contributory with both the employee and the City contributing to the program.

Supplemental Plans

Supplemental plans provide direct cash payments regardless of any other coverage you may have, and are designed to help fill in any gaps in a medical plan. The employee pays the premiums for these supplemental plans.

Short and Long Term Disability

The City provides Short and Long Term Disability insurance to eligible employees. The plan is designed to cover a disability sustained on or off the job.

Employee Assistance Program (EAP)

The City contracts with an employee assistance program (EAP) to provide employees and their dependents with free, confidential and professional counseling to help resolve personal or family problems.

Deferred Compensation Plans (457 Plans)

The City makes available three deferred compensation plans that the employee may voluntarily contribute to on a tax-deferred basis.

Vacation

All full-time employees accrue time toward paid vacation leave. Accrual begins immediately and vacation may be taken after six months of employment.

Holidays

The City observes12 paid holidays throughout the year.

Sick Leave / Family Sick Leave

Full-time employees accrue one day of sick leave per month. An employee may elect to use up to 5 days per year of accrued sick time for illness in his/her immediate family.

Tuition Assistance*(Depending on available budget funding)

The Tuition Assistance Program reimburses eligible employees for successful completion of approved courses leading to Associate, Bachelor and Master degrees.

Wellness Program

The City offers many wellness activities and programs throughout the year.

Prepaid Legal Services and Identity Theft Protection Plan

Employees may choose to enroll in a prepaid legal service plan and an identity theft protection plan. The employee pays the premiums for these plans.

CreditUnion

All City employees may join the Credit Union of Palm Beach County. In addition to savings and checking accounts, the Credit Union offers different @types of loans, investment choices and recreational opportunities.

Section 125 Plan for Health and Dental Premium

Section 125 of the Internal Revenue code allows you to have your dependent coverage premiums deducted before payroll taxes are withheld resulting in tax savings to you.

Flexible Spending Accounts

Employees may participate in flexible spending accounts for reimbursement of medical and/or dependent care expenses.

Direct Deposit

Employees may have their bi-weekly paycheck deposited to the financial institution of their choice.

Do you have a high school diploma or equivalent, supplemented by college-level coursework or vocational training in business, public administration, accounting, or a related field?

Do you have an Associate's Degree from an accredited college in Public Administration, Business Administration, or a related field?

Do you currently possess a valid Florida driver's license, or will you be able to obtain one within 14 days of hire?

Required Question

Employer

City of Boynton Beach

Address

100 E. Ocean Ave

City Hall - Human Resources

Boynton Beach, Florida, 33435

Phone

5617426275

Website

http://www.boynton-beach.org

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Administrative Assistant-Development (Career Path)