The purpose of this position is to provide administrative support to the Public Affairs and Marketing Department.
This class works under close to general supervision of the Department Director or designee according to set procedures but determines how or when to complete tasks.The essential functions listed below are those that represent the majority of the time spent working in this class. Management may assign additional functions related to the type of work of the class as necessary.

Answers and directs all incoming calls and welcomes all individuals who enter the office. Informs, advises, records, processes, and follows up on all customer requests/complaints efficiently and expeditiously that are received by telephone, mail, email, or personally from citizens, elected officials, agencies, City employees, and or clients.
Composes, types, and edits general correspondence, forms, reports, memos, handbooks, notifications, and other data using Microsoft Office; revises and develops formats for forms and reports. Reviews typing for clarity and accuracy.
Determines need of office supplies, equipment, and materials. Replaces or purchases new office supplies and equipment as needed.
Logs purchase orders and updates on an ongoing basis.
Coordinate and assist with the planning and executing of events, including press conferences, community outreach programs, and promotional activities.
Assist with budget tracking, expense reconciliation, and procurement processes for the department.
Coordinate travel arrangements and accommodations for department staff as needed.
Assist with the preparation and distribution of marketing and communications collateral, including press releases, newsletters (and social media content when needed).
Efficient with 3rd party software for program and activity registrations and reports. Assists personnel with operating office equipment such as personal computers, printers, copying machines, etc.
Assists personnel with operating office equipment such as personal computers, printers, copying machines, etc.
Maintains time and attendance records and prepares payroll for supervisor’s signature.
Uphold confidentiality and discretion in handling sensitive information and communications.
Maintains appointment calendar and schedules appointments and meetings as instructed; makes travel arrangements as requested.
Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS:

High School Diploma or GED equivalent.
Two (2) years of administrative support experience or an equivalent combination of education, training and experience. Experience in a public affairs, marketing, news organization, or government setting preferred.
Must possess and maintain a valid state driver’s license with an acceptable driving history.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of Microsoft Office Suite, including Word, PowerPoint, and Excel
Experience using common office equipment, such as phone systems, fax machines, and copy machines.
Comfortable multitasking and handling multiple requests from different individuals and departments with the ability to work quickly and in a potentially high-stress environment with shifting priorities.
Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment,
Strong communication skills, both written and verbal, with a professional and courteous demeanor, across various communication channels.
Ability to work independently with minimal supervision and collaborate effectively within a team.
Ability to establish rapport with colleagues within the office, external stakeholders, and the public.
Willingness to collaborate with team members to achieve common goals.

PHYSICAL DEMANDS:
Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

WORK ENVIRONMENT:
Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

None.

WORK HOURS
Monday-Friday 8am-5pm (May be required to work nights, weekends and holidays to meet the business needs of the City.)

ESSENTIAL SAFETY FUNCTIONS
It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

AMERICANS WITH DISABILITIES ACT COMPLIANCE
The City of Deerfield Beach is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

EMERGENCY MANAGEMENT RESPONSIBILITIES
Note: During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as hurricane, or other emergency situations and are expected to perform emergency service duties as assigned.

The City of Deerfield Beach values the service veterans and their family members have given to our country and supports the hiring of returning service members and military spouses.

City of Deerfield Beach jobs

Administrative Assistant-Public Affairs and Marketing