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Administrative Assistant to the Mayor

City of Coral Gables, FL • Coral Gables, FL • 1d ago

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Administrative Assistant to the Mayor

Salary

$49,302.36 - $76,418.72 Annually

Location

City of Coral Gables, FL

Job Type

Full-time

Job Number

1174

Department

City Commission

Opening Date

05/06/2025

Description

Benefits

Questions

Summary

This position performs administrative, secretarial, and clerical work for the Mayor including office management duties.

Job Duties and Responsibilities

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

Provides administrative and clerical support to the Mayor. Serves as Liaison for the Mayor, City Commissioners and City management.

Provides administrative support to the International Affairs Coordinating Council.

Handles calls from the public; provides information and assistance; resolves problems; refers public concerns from the Mayor to Administration.

Stays apprised of Commission Agenda items and required follow-up action. Stays apprised of activities occurring throughout the City.

Supervises Intern Program when applicable.

Prepares purchase requisitions for the Mayor.

Handles special projects; conducts research; compiles and analyzes data; studies problems and develop solutions.

Schedules and makes arrangements for Mayor's attendance at meetings, conferences, and special events.

Prepares materials for meetings and public speaking presentations.

Prepares, maintains, and distributes a variety of reports. Maintains records and files.

Handles Mayor's mail, e-mail, phone calls, and calendar. Provides information as needed. Composes and prepares responses to correspondence.

Performs other related duties as assigned.

Qualifications

High School diploma or equivalent.

College coursework helpful.

Five (5) years of clerical experience required; administrative or executive secretarial experience preferred.

Experience working for a municipality preferred.

Valid Florida Driver's License.

A comparable amount of training or experience may be substituted for the minimum qualifications.

Additional Information

The City of Coral Gables is an Equal Opportunity Employer/Drug Free Workplace.

HOLIDAYS: 15 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.

Defined Contribution - 401a - Contribution by City of 7% of employee base annual salary. Vesting period 5 years. Employee not required to contribute.

Note: Benefits subject to change.

Do you have a High School diploma or equivalent?

Yes

Do you have five (5) years of clerical, administrative, or executive secretarial experience? Please explain.

Do you have experience working for a municipality? Please explain.

Required Question

Employer

The City of Coral Gables

Address

214 Minorca Avenue Coral Gables, Florida, 33134

Phone

305-460-5523

Website

http://www.coralgables.com

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