Administrative Assistant/Field Specialist
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Administrative Assistant/Field Specialist
Salary
$51,274.45 Annually
Location
City of Coral Gables, FL
Job Type
Full-time
Job Number
000
Department
Public Works Department
Opening Date
08/17/2026
Description
Benefits
Questions
Summary
Internal Applicants Only
Performs highly skilled, organized administrative duties and some field assessments within the Public Works Department. Responsibilities include customer service, administrative support to various supervisors, field assessments, maintains various reports and files. 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.
Maintains residents, the public (requestors) updated on items reported.
Reports issues to corresponding department division, other City departments and outside agencies for action, including and not limited to broken sidewalks, street potholes, streetlights, street signs down/leaning, etc.
Assists in the preparation of contracts for execution using DocuSign, ensuring all applicable documents are included and approved, as necessary.
Communicates routine departmental ordinances, rules, regulations, policies and practices to the general public.
Reviews weekly open customer service requests and updates, closes accordingly. Will reinspects items to confirm completion and other items needing attention for proper reporting and action.
Assist with front desk coverage.
Handles special projects. Conducts research. Compiles and analyzes data. Studies problems and develops
solutions.
Removes minor graffiti and stickers from signs, poles and other city assets. Removes illegal advertisements and minor debris from the public right of way. Uses customer service application to document all field findings, including non-operating streetlights, for action with before/after pictures and submits request via customer service application and follows-up through to completion
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: 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.
Note: Benefits subject to change.
01
Do you have an Associate's degree?
Yes
No
02
Do you have a Bachelor's Degree in public administration, business administration, accounting, finance, or a related field?
Yes
No
03
Do you have a minimum of five (5) years responsible and relevant administrative and/or executive assistant experience?
Yes
No
04
Do you have at least at least one (1) year of supervisory responsibility?
Yes
No
05
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
