What are the responsibilities and job description for the Administrative Assistant position at City of Coral Gables?
Performs highly skilled and organized administrative duties within the Public Works Department. Responsibilities include customer service, administrative support to various supervisors, maintenance of various reports and files. This position requires considerable initiative and independent judgment and operates under the general supervision of the Central Division Administrative Manager.
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 timely acknowledgment/response to emails professionally and with courtesy.
Reviews customer service application for “new” requests and ensures acknowledgement, follow through and follow-up through completion of request.
Accurately documents calls and service requests, properly routing through the customer service application and ensures timely follow-up through 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.
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.
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 timely acknowledgment/response to emails professionally and with courtesy.
Reviews customer service application for “new” requests and ensures acknowledgement, follow through and follow-up through completion of request.
Accurately documents calls and service requests, properly routing through the customer service application and ensures timely follow-up through 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.
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.