City of Coral Gables · 8 hours ago
Administrative Assistant
Coral Gables, FL
Full-time
Onsite
Mid, Senior Level
$51K/yr - $51K/yr
5+ years expThe City of Coral Gables is seeking an Administrative Assistant to perform highly skilled and organized administrative and technical duties within the Public Works Department. The role involves providing customer service, maintaining personnel records, assisting with department payroll, and supporting various administrative tasks.
CommunitiesGovernmentNon Profit
Responsibilities
Delivers exceptional customer service by promptly answering phone calls and responding to emails with professionalism and courtesy
Accurately documents and routes service-related requests through the customer service application and ensures timely follow-up through to completion
Maintains personnel records, incident and accident reports, safety shoe reimbursement requests, employee performance evaluations and all employee related forms
Assists with department payroll
Supports department’s boards with the preparation of agendas, minutes and board related tasks
Assist the Assistant to the Public Works Director, as necessary
Assists in the preparation of contracts for execution using DocuSign, ensuring all applicable documents are included and approved, as necessary
Orders department’s office’s supply and maintains inventory
Utilizes the Sunshine One Call application to process and respond to utility locate requests, as necessary
Maintains and processes all Miami-Dade County–mandated reports for the department’s Utilities Division, as necessary
Handles special projects. Conducts research. Compiles and analyzes data. Studies problems and develops solutions
Performs other related tasks as required
Qualification
Required
Graduation from an accredited college or university with an Associate's degree
Minimum five (5) years responsible and relevant administrative and/or executive assistant experience required
A valid Florida Driver's License
Any appropriate combination of relevant education and/or work experience will be considered
Preferred
A Bachelor's Degree in public administration, business administration, accounting, finance, or a related field is preferred
At least at least one (1) year of supervisory responsibility is preferred
Benefits
HOLIDAYS: 16 days including 3 floating days.
SICK LEAVE: 110 hours annually.
ANNUAL LEAVE: 94 hours in the first year of employment, increasing up to 210 after 25 years. Employees must take 40 hours of annual leave each year.
BEREAVEMENT LEAVE: 5 or 10 days for the death of a family member in accordance with the City's Personnel Rules & Regulations.
HEALTH INSURANCE: Fully paid by the City (HMO Select). Coverage becomes effective 1st of month following 30 days. Employee may purchase coverage for eligible dependents at a cost of approximately 50% of the premium.
DENTAL INSURANCE: Available at a cost to all employees through payroll deduction.
LIFE INSURANCE: Term Life and Accidental Death and Dismemberment equal to 1 x annual salary (up to $200,000) fully paid by the City.
VOLUNTARY BENEFITS: Several plans are available, such as Short Term Disability, Life Insurance and Critical Illness policies through payroll deductions.
LEGAL SERVICES: Legal Service plan available at a cost to all employees through payroll deductions.
POST EMPLOYMENT HEALTH PLAN (PEHP): The City deposits $950 annually into an individual account for each employee. Monies may be used to pay premiums or medical expenses after retirement.
DEFERRED COMPENSATION: Employees may defer a portion of their pre-tax salary in the 457 Deferred Compensation Program.
TUITION REIMBURSEMENT: $2,000 per semester ($6,000 maximum annually) as per the City's Rules and Regulations.
CELL PHONE: Cell phone provided at a monthly cost of $20.00, if required by department.
RECREATIONAL USE: Employee, spouse and immediate family members seventeen (17) years of age and under are entitled to the benefits below: • Venetian Pool – No charge for daily admission. • Tennis Centers – No charge for daily court fees • Youth Center – 50% off residential rates for memberships and 25% off camps and other programs. Golf at Biltmore & Granada: • Monday through Friday – no charge • Saturday, Sunday and Holidays: • Before Noon – Twilight fees apply • After Noon – No charge (cart fees apply at all times)
PENSION: City Retirement Plan - Mandatory employee contribution of 10 % of salary; Vesting period is 10 years. •OR • Defined Contribution - 401a - Contribution by City of 7% of employee base annual salary. Vesting period 5 years. Employee not required to contribute.
Company
City of Coral Gables
City of Coral Gables provides government administration services in the Coral Gables town.
501-1000 employees
Funding
Current Stage
Late StageLeadership Team
Raimundo Rodulfo, P.E., MSEM, PMP, CSSBB
Director of Innovation and Technology / Chief Innovation Officer
Raquel Elejabarrieta
Human Resources & Risk Management Director/Chief DEI&A Officer
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