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Administrative Coordinator

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Administrative Coordinator

Salary

$26.42 - $34.71 Hourly

Location

Boca Raton, FL

Job Type

Full-Time

Job Number

04429

Department

Recreation Services

Division

Administration 61/20001

Opening Date

10/10/2025

Closing Date

10/13/2025 11:59 PM Eastern

FLSA

Non-Exempt

Bargaining Unit

+ Description

+ Benefits

+ Questions

General Statement of Job

The Department Administrative Coordinator performs high level difficult skilled clerical and responsible administrative work for the department's leadership team and ensuring a professional level of service and broad clerical support to the department as needed. This position adapts to changing priorities demonstrating a high degree of organization and time management. The Administrative Coordinator tracks tasks and special projects, supports board operations, and reviews and completes financial assignments undertaking a variety of assignments in a municipal office, performing related work as required.

Work is performed under general supervision of the Administrative Superintendent. Supervision may be exercised over subordinate clerical personnel.

Essential Functions

+ Coordinates and provides support to the Department’s leadership staff including Director, Deputy Director, and Superintendents. Makes appointments and maintains calendar for Department leadership team.

+ Handles a variety of responsible administrative or technical assignments including preparing reports, summaries and other information. Types reports and statements; keeps confidential files.

+ Research in support of tasks/projects that exec team is working on.

+ Responsible to coordinate both internal and external meetings and related resources. Attends meetings and keeps notes where confidential matters are discussed, requiring discretion

+ Prepares travel approvals and arranges travel and accommodations for Department leadership staff as needed, reconciles travel expenditures

+ Serves as point of contact for public records requests referred to the Department, prepares and submits materials to fulfill requests as needed

+ Responsible for file maintenance and audit of department inter-local agreements, legal agreements, etc. and their research, assisting with implementing revisions, and coordinating input and preparing for review/finalizing and retaining implemented documents.

+ Coordinates committees and associated tasks within department in support of department project(s) - potential volunteer appreciation program coordinating,

+ Creates and communicates with council-appointed Department Advisory Board members; compiles agenda items, prepares agendas, takes and transcribes meeting minutes, completes follow up tasks and communications.

+ Responsible for leadership meeting notes, task and project tracking.

+ Receives, processes, and distributes citizen requests and complaints. Communicates follow up messaging on behalf of department leadership to the public both on the phone, in person, and via email to resolve complaints and/or general inquiries.

+ Composes and types letters, memoranda, reports, and other documents independently from brief instructions in conformance with policies;

+ Greets visitors, takes and screens telephone calls and mail directed to the department or agency; Gives information to the public or directs requests to appropriate person.

+ Assists administrative front office with overflow tasks and duties as needed

+ May be called upon to attend, assist with set up, facilitate, and/or break down special events on or offsite and/or outside normal business hours.

+ Assists with general supply order as needed in support of department leadership. Follows related Pcard procedures as required. Exercises fiscal responsibility and discretion in use of funds via Purchasing Card; tracks expenses, reconciles p-cards for self and Department leadership.

+ May be called upon to assist and is cross trained on processing personnel requisitions, status forms, and evaluations, and performs associated clerical and administrative follow up activities; including preparation of payroll and maintenance of payroll related records and Files;

Related tasks:

+ Assists administrative front office with overflow tasks and duties as needed

+ Works/attends special events

Knowledge, Skills and Abilities

Knowledge of:

+ Standard office practices, procedures, equipment and software demonstrating familiarity with organizational structure to ensure smooth operations.

+ Travel and logistics - knowledge of travel coordination (flight and/or lodging bookings, itineraries) and event management to assist administrators with business travel and event attendance.

+ Basic Accounting and Budgeting – Understanding of basic financial concepts, such as expense tracking, invoice management, and budget criteria related to scheduling events and travel.

+ Department or agency functions, organization and policies.

+ Business English and spelling.

Skilled in:

+ The operation of Microsoft Office Suite as well as the use of City-specific software programs to perform essential job functions

+ The use of a variety of standard and automated office equipment.

+ Time Management - Efficiently organizing tasks, prioritizing responsibilities, and allocating time for duties.

+ Multi-Tasking – Manage multiple tasks and shifting priorities simultaneously without compromising quality or deadlines.

+ Scheduling and Calendar Management – Expertise in using digital calendars to organize and align multiple administrators' schedules and prevent conflicts.

Ability to:

+ Establish and maintain effective working relationships with City officials, associates, and the general public.

+ Organize and perform work independently; ability to lay out and type complex forms and tables.

+ Make difficult arithmetical calculations.

+ Use discretion and judgment in the communication and disclosure of confidential or sensitive information

+ Proactive Thinking – Anticipate needs and potential scheduling conflicts before they arise and take action to avoid them.

+ Data Entry and Accuracy – Input and update scheduling data without error, maintaining the integrity of information across different systems and calendars.

+ Managing Multiple Stakeholders – Capability to work with various teams and individuals across departments, balancing the priorities and needs of multiple administrators.

Minimum and Preferred Qualifications

+ High School diploma or GED equivalent

+ Five years of experience with progressive responsibility in an administrative and/or office support position

+ Possession of a valid State of Florida Class “E” driver’s license

Additional experience is accepted as a minimum requirement in lieu of the postsecondary degree on the following basis: additional four (4) years in lieu of the bachelor’s degree, and additional two (2) years in lieu of an associate degree.

POST OFFER PRE-EMPLOYMENT SCREENING REQUIREMENTS:

Final offer and employment are contingent upon successful completion of the following post-offer, pre-employment screening items:

+ Criminal Background Check

+ Certification/License Verification

Schedule

+ Monday - Friday 8:00AM to 5:00PM

+ Weekends, holidays as needed.

The City of Boca Raton is an Equal Opportunity (https://www.myboca.us/1226/Equal-Employment-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 ServiceAccrual

0 to 5 full years8 hours per month

5 to 10 full years10 hours per month

10 to 15 full years12 hours per month

15 full years and over14 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 servicePercentage

Less than 2 full years0%

2 to 5 full years10%

5 to 10 full years20%

10 full years or more30%

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 ServiceBenefit

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: 15 per year: 12 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.