Administrative Assistant

Salary: $51,274.45 Annually
Location : City of Coral Gables, FL
Job Type: Full-time
Job Number: 1397
Department: Public Works Department
Opening Date: 07/23/2026


Summary
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.

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 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.
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