Administrative Assistant
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Administrative Assistant
Salary
$49,302.36 Annually
Location
City of Coral Gables, FL
Job Type
Full-time
Job Number
0000
Department
Public Works Department
Opening Date
06/16/2025
Description
Benefits
Questions
Summary
INTERNAL APPLICANTS ONLY
Performs highly skilled administrative and technical duties within the Public Works Department. Responsibilities include providing customer service, maintaining various mandated reports on a daily basis, and coordinating tasks with other staff members. This position requires considerable initiative and independent judgment and operates under the general supervision of the Central Division Administrative Manager.
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.
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.
Utilizes the Sunshine One Call application to process and respond to utility locate requests for the City's underground infrastructure, including sewer and stormwater lines, streetlight electric utilities, and other underground assets. Coordinates with the department's locators to ensure appropriate actions are taken, maintains accurate records of all locates performed, and responds to inquiries regarding the status of locate requests.
Maintains and processes all Miami-Dade County-mandated reports for the department's Utilities Division. This includes reports related to transported liquid waste, fats, oils, and grease (FOG), street sweeper activity, and other required documentation to ensure full compliance with County regulations for municipal utilities. This includes collaborating with the department's hired consultants for the completion of annual reports and accurately maintaining the following records:
Daily activities involving sewer and storm lines inspected, cleaned, and jetted.
Street sweeping operations, including miles swept, materials collected (in tons), and total phosphorus and nitrogen loadings removed (in pounds).
Maintenance of sewer and storm water infrastructure, including pump stations, outfalls, and related projects.
Sewer overflow incidents, including detailed reporting and documentation of corrective measures taken.
Treatment, Storage, and Disposal Facilities (TSDFs): Number of inspections conducted per facility (e.g., 72nd Ave and Trolley sites).
Task identification for maintaining the City's wastewater collection and transmission system.
Training documentation related to illicit discharge and improper disposal provided to Utilities Division staff.
Illicit discharge inspections and any resulting violations or enforcement actions issued.
Assists with the maintenance of personnel records, incident and accident reports, safety shoe reimbursement requests, and employee performance evaluations.
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.
Assists with department's office's supply inventory and orders supplies as necessary.
Handles special projects. Conducts research. Compiles and analyzes data. Studies problems and develops
solutions.
Performs other related tasks as required.
Qualifications
Graduation from an accredited college or university with an Associate's degree. A Bachelor's Degree in Public Administration, Business Administration, Accounting, Finance, or a related field is preferred.
Minimum five (5) years responsible and relevant administrative and/or executive assistant experience required.
At least at least one (1) year of supervisory responsibility is preferred.
A valid Florida Driver's License.
Any appropriate combination of relevant education and/or work experience will be considered.
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.
OR
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.
01
Do you have an Associate's degree?
Yes
No
02
Do you have a A Bachelor's Degree in Public Administration, Business Administration, Accounting, Finance, or a related field?
Yes
No
03
Do you have five (5) years responsible and relevant administrative and/or executive assistant experience?
Yes
No
04
Do you have a valid Florida Driver's License?
Yes
No
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
