What are the responsibilities and job description for the Part-Time Administrative Assistant position at City of Coral Gables?
Summary
This position provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.
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.
Greets and screens visitors and incoming calls. Communicates with visitors and/or the general public to assist citizens in the resolution of problems or concerns; directs citizens to the appropriate person or department according to their needs.
Provides customer service with a high degree of tact. May involve unique situations where each contact must be handled differently, using judgment, and discretion.
Screens email correspondence to assist in timely and effective response to concerns.
Maintains tickler file for future meetings/correspondence and reviews on a daily basis; assists in maintaining City software used to organize and ensure completion of pending projects and assignments, coordinates responses from departmental staff to internal and external stakeholders.
Schedules meetings in appropriate venues. Coordinates business travel arrangements. Attends meetings as needed.
Performs general office clerical duties, including filing, record keeping, and ordering? office supplies. Processes bi-weekly payroll logs when needed. Performs word-processing duties to include preparation of correspondence, memoranda, and reports. Drafts correspondence. Reads and transcribes dictation on confidential and technical matters.
Receives, processes, and distributes mail.
Handles special projects. Conducts research. Compiles and analyzes data. Studies problems and develops solutions. Recommends and implements procedure changes.
Prepares materials for meetings and public speaking presentations.
Performs other related duties as assigned.
Qualifications
High school diploma or equivalent.
Six (6) years of experience performing responsible administrative duties.
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.
PART-TIME (15-24 Hours):
SICK LEAVE: 4 days per year. Employees may convert to annual leave 15 hours if more than 2 days have been accrued and unused during the fiscal year.
HOLIDAYS: 12 holidays (If scheduled to work, plus 1 floating day).
BEREAVEMENT: 3 Days for the death of an immediate family member (Parent, spouse, or child) and 2 days for any other immediate family member.
ADMINISTRATIVE SICK LEAVE: Employees who have not used sick leave, leave without pay, or have not lost time due to an on-the-job injury in a 6 month period are entitled to 1 day of administrative leave.
CASH PAY OUT OF VACATION: Employees may request payment of accrued/earned annual leave not to exceed 15 hours at the rate of pay in effect at the time of the request, provided such request is made no later than September 30, 2015 (or as amended every fiscal year).
MILITARY LEAVE: 30 work days every year with pay and the remainder of the period shall be without pay, unless otherwise provided by City Commission.
JURY DUTY: Time off with pay if scheduled to work.
PART-TIME (25 -29 Hours)
ANNUAL LEAVE: 8 days per year (1 day is equivalent to 5.80 hours). Leave is accrued but not able to use during first 90 days of employment.
SICK LEAVE: 8 days per year. Employees may convert to annual leave 30 hours if more than 4 days have been accrued and unused during the fiscal year.
HOLIDAYS: 12 holidays (If scheduled to work, plus 1 floating day).
BEREAVEMENT: 3 Days for the death of an immediate family member (Parent, spouse, or child) and 2 days for any other immediate family member.
ADMINISTRATIVE SICK LEAVE: Employees who have not used sick leave, leave without pay, or have not lost time due to an on-the-job injury in a 6 month period are entitled to 1 day of administrative leave.
CASH PAY OUT OF VACATION: Employees may request payment of accrued/earned annual leave not to exceed 30 hours at the rate of pay in effect at the time of the request, provided such request is made no later than September 30, 2015 (or as amended every fiscal year).
MILITARY LEAVE: 30 work days every year with pay and the remainder of the period shall be without pay, unless otherwise provided by City Commission.
JURY DUTY: Time off with pay if scheduled to work.
214 Minorca Avenue
Coral Gables, Florida, 33134
