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HomeMy WebLinkAboutR-2021-072 Senior Administrative Coordinator Position (CC) Mid-year Budget AmendmentRESOLUTION NO.2021-072 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA, AUTHORIZING A MID -YEAR BUDGET AMENDMENT BY THE HUMAN RESOURCES AND RISK MANAGEMENT DEPARTMENT TO FUND THE SENIOR ADMINISTRATIVE COORDINATOR POSITION FROM JULY 1 TO SEPTEMBER 30, 2021, IN AN AMOUNT NOT TO EXCEED THIRTY-THREE THOUSAND DOLLARS, ($33,000); PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the fiscal year 2019-20 adopted budget included funding for an Administrative Coordinator position, to provide administrative assistance to the Mayor and City Commissioners that was not filled due to the Covid-19 pandemic and subsequent closure of City Hall; and WHEREAS, during the fiscal year 2020-21 budget process, the position was added to the budget and subsequently removed in favor of other City Commission priorities; and WHEREAS, subsequently, during the strategic planning sessions held by the City Commission, the Administrative Coordinator position was analyzed and determined to be a necessary position that would assist the City Commission with their administrative needs, and would provide the City Commission with a liaison person to interact with other governmental entities — local, state, and federal; and WHEREAS, the City Commission and the Administration desire to recognize the position, and to fill the position, with a tentative start date of July 1, 2021; and WHEREAS, to fill this position, a mid -year budget amendment is necessary and appropriate. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the above "Whereas" clauses are ratified and confirmed, and they are made a part of and incorporated into this Resolution by this reference. Section 2. That the City Commission authorizes the requested budget amendment in the amount not to exceed thirty-three thousand dollars ($33,000.00), appropriated from the City Commission Contingency Account No. 001-18-00-519-99-10 to the applicable accounts within the City Commission department personal services budget. Section 3. That all resolutions or parts of resolutions in conflict with this Resolution are repealed to the extent of such conflict. Section 4. That this Resolution shall become effective upon its passage and adoption. PASSED AND ADOPTED on May 25, 2021. ATTEST: THOMAS SCHNEIDER, CMC T ARA DAMES CITY CLERK �► p�0YOR /SHED'� APPROVED AS TO FORM AND CORRECTNESS: /,//I- A NN THOMAS J. BR CITY ATTOANEY 2 RESOLUTION 42021-072 DANIA BEACH SEA IT. LIVE IT. LOVE IT. JOB DESCRIPTION Job Title Department: Union Eligible: Salary Range: Pay Grade: FLSA Status: Reports to: Supervisory Duties Senior Administrative Coordinator to Mayor and Commission Office of the City Manager Not Eligible 115 $57,175.03 - $88,621.31 Exempt City Manager InternsNolunteers To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions described herein. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. JOB SUMMARY This position reports to the City Manager or designee and is responsible for overseeing the effective operation of the Office of the Mayor and Commission. This is highly responsible and confidential executive level administrative work involved in planning, organizing, and directing a variety of specialized projects and functions, analysis, reporting, and other tasks, as may be assigned by the Mayor, Commission, or Office of the City Manager. The incumbent will exhibit creative thinking and unique approaches to problem solving in an organization that highly values excellence in customer service and innovation. The Senior Administrative Coordinator is expected to provide expert professional assistance to the Office of the Mayor and Commission on a wide range of highly complex, sensitive, and confidential topics, while fully aligned with the City's RISE principles of Respect, Integrity and Standard of Excellence. The Senior Administrative Coordinator is expected to create and foster relationships, while serving as a liaison to multiple departments, boards, agencies, committees, and external organizations, including community outreach via effective communication with the public. The incumbent will coordinate and communicate with all Departments based on the deliverables per the Mayor and Commission adopted strategic plan. The responsibilities are broad in scope and require a high degree of political acumen and administrative discretion. The incumbent works under limited supervision, and with considerable latitude for the use of initiative and independent judgment. ESSENTIAL JOB FUNCTIONS • Supports and partners with the commissioners, executive staff, management team or other appropriate personnel to carry out directives on behalf of the Office of the Mayor and Commission and Office of the City Manager. • Promotes goodwill and conveys a positive image of the City, City initiatives, and RISE principles of Respect, Integrity, and Standard of Excellence; always exhibiting exemplary customer service. • Works closely with the public, handling various complaints and/or requests, researching inquires, resolving them independently, making recommendations for resolution, and/or routing, as needed. • Represents the Mayor and Commission before committees, boards, citizen groups and other agencies or organizations, when requested. • Effectively and positively represents the City in delivering and performing work with colleagues and clients, in a professional manner. Page 1 of 4 Senior Administrative Coordinator to the Mayor and Commission • Responsible for the general administration of the Office of the Mayor and Commission, including directing any assigned interns or volunteers. • Advises and assists the City Commission, Office of the City Manager, Office of the City Attorney, and Community Redevelopment Agency on the coordination and implementation of City services and events that involve various departments. • Develops written material or correspondence on behalf of Mayor and City Commission, to various stakeholders including other agencies and the public. • Works cooperatively, through teamwork with the Executive Assistant to the City Manager to accomplish the goals and objectives of the Mayor and Commission and Office of the City Manager for the benefit of the community. • May be assigned to work directly with local, county, state, or federal agencies on behalf of the Office of the Mayor and Commission or Office of the City Manager. • May work directly with department directors on special assignments or urgent matters to design solutions and implement programs. • Creates and delivers presentations, as requested, to various groups or committees. • Organizes committee meetings for the Office of the Mayor and Commission, including taking minutes, assisting with proclamations, or other material for Commission meetings, and attending Commission and Board meetings as assigned. • Handles confidential and sensitive matters in person, over the phone and in writing; and maintains the status of pending assignments and deadlines for the Office of the Mayor and Commission and Office of the City Manager. • Conducts detailed and thorough research for various projects or assignments which may involve communication with multiple individuals or agencies. • Greets and receives visitors, determines the nature of the visit and escorts visitors to the appropriate destination. Manages telephone calls for the Office of the City Commission, and either notifies elected officials or records and relays messages. • Arranges calendars and coordinates schedules for the City Commission; coordinates travel arrangements for elected officials; prepares all financial paperwork (travel, direct payments, petty cash, and reimbursements). • Oversees all record management functions, filing and scanning of correspondence, memos, records, and reports. • Maintains and monitors the department budget; keeps all accounts balanced throughout the year. • Develops and revises office procedures as requested or recommended. • Composes and processes correspondence, memos, agendas, reports, budgets, and related materials that may be confidential or sensitive in nature. • Utilizes knowledge and understanding of the Sunshine Law with respect to communication and written documentation. • Sorts and distributes incoming mail to appropriate executives. • Reviews quarterly gift disclosure forms. • Performs related duties and functions as may be delegated, assigned, or required. KNOWLEDGE, SKILLS AND ABILITIES • Excellent oral and written communication skills, including a high degree of political acumen and discretion. • Ability to multi -task, take direction from multiple sources, and be able to organize and prioritize assignments. Page 2 of 4 Senior Administrative Coordinator to the Mayor and Commission • Ability to provide excellent customer service to internal and external customers, while always exhibiting the RISE principles. • Knowledge of City policies, procedures, and municipal ordinances. • Ability to communicate in a pleasant and professional manner under a wide range of both positive and difficult situations. • Ability to establish and maintain effective working relationships with City officials, employees, residents, visitors, and the public. • Considerable knowledge of City government, organization, and operations. • Ability to understand and follow complex written and verbal instructions. • Knowledge of laws and ordinances relating to the operation of the Mayor, City Commission, City activities, City protocol and office management. • Ability to work independently, interpret direction and at times with vague or conflicting instructions. MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS. • Bachelor of Science degree in Public or Business Administration or equivalent; Experience can substitute for education on a year -per -year basis. • Five (5) years of extensive and progressively responsible administrative experience in finance, budgeting, administration, project management, or related area. • Thorough knowledge of the principles and practices of municipal administration, as well as an understanding and knowledge of the laws, ordinances, and functions of municipal government. • Exhibits exemplary customer service. • Ability to work flexible hours, including nights or weekends for special events, meetings, or as requested. • Possesses advanced computer skills including Microsoft Office Suite (Word, Excel, PowerPoint, etc.)., • Experience presenting in front of executives, committees, boards, etc. • Experience working with elected officials is highly desired. • Experience working effectively with local, county and state agencies is highly desired. PHYSICAL DEMANDS This work is sedentary work and requires exerting up to 10 pounds of force occasionally and negligible amount of force constantly to move objects; work may also require grasping, handling, hearing, mental acuity, speaking, talking, visual acuity, and walking. WORK ENVIRONMENT # Work is typically performed in a dynamic environment that requires sensitivity to changing goals, priorities, and needs. The City of Dania Beach has the right to revise this position description at any time and does not represent in any way a contract of employment. I have read and understand this classification description and hereby certify that I am qualified to perform this job, with or without reasonable accommodation. Page 3 of 4 Senior Administrative Coordinator to the Mayor and Commission Employee Signature Supervisor (or HR) Signature Page 4 of 4 Date Date