What are the responsibilities and job description for the Administrative Assistant (Public Affairs) position at City of Doral?
Salary
$45,239.78 - $67,859.65 Annually
Location
City of Doral, FL
Job Type
Full Time
Job Number
02032025
Department
Public Affairs
Opening Date
02/03/2025
Closing Date
2/17/2025 5:00 PM Eastern
Performs advanced secretarial and administrative work for the specified Department Head.
Supervision Received and Exercised
This position is classified as an exempt, full-time position with a 40 hour work-week.
Essential Functions
Essential Duties and Responsibilities
MINIMUM EDUCATION AND TRAINING
Knowledge, Skills and Abilities:
Human Resources Department
Summary Of Benefits
In this summary, we are providing general information, which will be helpful to you in evaluating the City of Doral as your premier place to work. If you have questions concerning a specific item or interpretation, please feel free to contact Human Resources at (305) 593-6760.
Employment Benefits For Regular Full-Time Non-Sworn Employees
Introductory Period
An introductory period for an employee is twelve (12) months for entrance, rehire, and promotional appointments. In the event the employee accepts a promotional opportunity position within the City before an initial introductory period is satisfactorily completed, the initial introductory period starts over at the time the employee begins working in the new position.
The introductory period is considered a continuation of the employment selection process. It provides the City an opportunity to observe and evaluate the capacity of the employee, which includes the employee's ability to satisfactorily perform the essential functions of his or her job; and to observe and evaluate the employee's work habits and conduct, including attendance and the employee's relationship with coworkers and superiors.
During the introductory period, the new employee and the supervisor shall evaluate employment suitability in terms of skill, knowledge, performance, and compatibility. During this period, the employee shall be given the support and resources needed to learn and demonstrate the duties and competencies required in the new position.
Absences During Introductory Period
Any cumulative absences during the introductory period in excess of ten (10) workdays will automatically extend the introductory period by the number of days absent regardless of whether the absence was with or without pay.
Holidays
The City of Doral observes 12 paid holidays per year.
Accruals (Vacation & Sick Time)
The City of Doral has separate sick and vacation leave for non-sworn employees which is accrued on a monthly basis.
Vacation is accrued on a monthly basis depending on the years of service
Years of Service Monthly Accruals Yearly Accrual
0-4 years 06.66 hours per month 80 hours per year
5-9 years 10.00 hours per month 120 hours per year
10-20 years 13.33 hours per month 160 hours per year
More than 20 years 16.66 hours per month 200 hours per year
Employees may use vacation time as it is accrued.
Sick leave is earned at the rate of 8.0 hours per month for a forty (40) hour work-week. Employees may accumulate a sick time maximum 1,040 hours if on a forty (40) hour work-week.
Sick Leave Payment Program
Employees may sell back to the City up to a maximum of 32 hours of sick leave per year provided that the employee maintains a maximum of 80 hours of sick leave in his or her leave balance. This election is made annually at the beginning of each fiscal year by the employee and is irrevocable. An employee who elects to be paid for accrued vacation leave will be paid at his or her current rate of pay on the date of the payout, less applicable taxes and authorized deductions.
Annual Leave Sell Back
Employees may elect payment of accrued, unused annual leave in lieu of time off. This election is made annually in the beginning of each fiscal year and is irrevocable. An employee who elects to be paid for accrued vacation leave will be paid at his or her current rate of pay on the date of the payout, less applicable taxes and authorized deductions.
Health Care Benefits
All Healthcare benefits for all employees are effective on the first of the month following 30 days of full-time employment. The City offers HMO, POS, and High Deductible Health plans. The High Deductible Health plan comes with a Health Savings Account (HSA).
Dental Plan
The City of Doral offers a PPO dental insurance plan.
Vision Care
The City of Doral offers voluntary vision care benefits.
Life, Short-term and Long-term Disability
The City of Doral will cover your life insurance at the rate of two (2) times the employee's annual salary up to a maximum of $300,000.00. In addition, the City offers both short-term and long-term disability plans which act as income protection plans.
Retirement Benefits
Employees participate in the City's 401a retirement plan administered through Mission Square. The plan requires employees to contribute a mandatory six percent (6%) of their base pay while the City contributes twelve percent (12%) of the employee's base pay.
457 Supplemental Plan
The City of Doral has a voluntary deferred compensation pension program available through Mission Square where the employee can make contributions to their retirement. The City does not make any contributions to this plan.
Education/Tuition Reimbursement
The City offers the Educational Reimbursement Program (ERP) established to provide educational assistance to full-time employees participating in training or educational programs designed to strengthen their abilities, which in turn directly benefit the City. The City will pay the State tuition rate to its members based on the letter grade obtained for each class. Employee must be a full-time employee for 6 months in order to be eligible for this benefit.
Bereavement Leave
Upon approval of the Department Head, a full?time employee may, upon request, be granted up to three (3) working days of leave with pay in the unfortunate event of a death in his or her immediate family, or up to five (5) working days of leave with pay to attend the funeral or memorial services of an immediate family member outside the State of Florida. The employee's immediate family shall be defined as the employee's spouse, father, mother, step-parents, natural, step and adopted children, brother, sister, father-in-law, mother-in-law, grandparents, brother-in-law and sister-in-law, grandparents-in-law, registered domestic partner, and child of a registered domestic partner.
The bereavement leave must be taken consecutively, and the employee must attend the funeral of the deceased family member to be eligible for bereavement leave. If an employee needs time in excess of that provided in this policy, he or she may request accrued vacation time, sick time, or PTO with the approval of their department head. The City reserves the right to request all pertinent information including deceased relative's name, relationship of the employee to the deceased, the name and address of the funeral home, and the date of the funeral. Documentation such as a death certificate, or other documentation on the deceased may be required for approval of the leave.
Voting Leave
Employees are encouraged to exercise their right to vote outside of their scheduled working hours. As such, all full-time employees as defined herein may be granted up to one hour of leave during polling hours in order to vote in federal, state or local elections, both primary and general elections. This time off shall be granted if it does not increase staffing cost or decrease departmental efficiency.
Employees must request time off for voting in writing or via e-mail at least five (5) business days in advance to the Department Head or designee. The request for leave must clearly state that the employee needs leave in order to vote.
THE CITY OF DORAL DOES NOT OFFER A RELOCATION PACKAGE
THE CITY RESERVES THE RIGHT TO AMEND, MODIFY OR TERMINATE (IN WHOLEOR IN PART) ANY OF ITS BENEFITS PROGRAMS AT ANY TIME.
Equal Opportunity Employer
The City of Doral is an equal opportunity employer.
Smoke Free/Drug Free Workplace
The City of Doral maintains a smoke free and drug free workplace.
01
Do you possess at least an Associate's degree from an accredited college or university?
Do you possess at least three (3) years of general secretarial and clerical work experience?
Do you possess excellent customer service skills?
Are you computer literate with knowledge of Microsoft Office?
Are you fluent in the English language?
Do you possess a valid driver license with an acceptable driving record?
I certify that I have read the job announcement in its entirety, and have attached my resume to my application.
$45,239.78 - $67,859.65 Annually
Location
City of Doral, FL
Job Type
Full Time
Job Number
02032025
Department
Public Affairs
Opening Date
02/03/2025
Closing Date
2/17/2025 5:00 PM Eastern
- Description
- Benefits
- Questions
Performs advanced secretarial and administrative work for the specified Department Head.
Supervision Received and Exercised
This position is classified as an exempt, full-time position with a 40 hour work-week.
Essential Functions
Essential Duties and Responsibilities
- Performs advanced secretarial and administrative work including, but not limited to transcribing correspondence such as letters, memoranda, general orders, rules and standard operating procedures.
- Greets and assists visitors, answers the phone and directs calls; and responds to general department inquiries.
- Opens, sorts and routes all correspondence to appropriate departmental personnel.
- Performs clerical duties such as scanning, filing, and managing office records and assisting in the work of the department as assigned by the Department Head.
- Files documents, drafts emails and answers telephone calls.
- Performs Cashier duties as requested.
- Coordinates meetings, prepares agendas and if necessary takes minutes and distributes to staff.
- Manages, updates Department Head's calendar, screens phone calls, and prepares email responses, memorandums and/or letters upon request.
- Provides coverage to departmental main phone line and ensures coverage at all times.
- Manages department common area and storage room to ensure they are presentable and organized at all times.
- Takes dictation and transcribes administrative correspondence through verbal dictation and/or the use of a dictating machine or similar recording equipment.
- Assists in the coordination of departmental budgets and other finance related activities.
- Orders supplies and equipment. Uses financial software to track purchase orders, invoices and requisitions for supplies.
- Maintains the departments' document imaging process, including the coordination of the imaging process, the storage of images, and the assurance of the integrity of documents.
- Develops and maintains the departments' record management system including the retention schedule for documents.
- Performs other related work as required.
MINIMUM EDUCATION AND TRAINING
- An Associate's degree from an accredited college in Public Administration, Business Administration or related field.
- Three (3) years' experience in the performance of general secretarial and clerical work.
- Must possess a valid driver's license.
Knowledge, Skills and Abilities:
- Must be fluent in the English language. Ability to communicate in Spanish is a plus.
- Considerable knowledge of modern office practices and procedures.
- Must be computer literate with knowledge of Microsoft Word, Publisher, Power Point, Excel, WordPerfect or a similar program.
- Ability to accept, receive and/or collect payments.
- Ability to prepare and/or process purchase orders.
- Ability to be held accountable for inventory/property management.
- Ability to make recommendations that impact the budget.
- Ability to manage the budget within assigned unit/division.
- Ability to determine allocation of budget among departments/divisions.
- Ability to manage the budget within assigned department.
- Ability to use small office equipment, including copy machines or multi-line telephone systems.
- Ability to use computers for data entry.
- Ability to create plans for and guide implementation of new technology systems.
- Ability to get along with others and work effectively with the public and fellow workers.
- Ability to meet and deal with the public and co-workers in an effective and courteous manner.
- Ability to deal with confidential and sensitive matters.
- Must be a non-smoker.
- The minimum requirements may be waived by the City Manager.
- Ability to balance, finger/grasp/handle with the hands or fingers; make rational decisions; reach with the hands and arms; express ideas through speaking accurately/loudly/quickly; use visual acuity to perform activities such as viewing a computer terminal; and walk from one work site to another.
- Ability to exert up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
Human Resources Department
Summary Of Benefits
In this summary, we are providing general information, which will be helpful to you in evaluating the City of Doral as your premier place to work. If you have questions concerning a specific item or interpretation, please feel free to contact Human Resources at (305) 593-6760.
Employment Benefits For Regular Full-Time Non-Sworn Employees
Introductory Period
An introductory period for an employee is twelve (12) months for entrance, rehire, and promotional appointments. In the event the employee accepts a promotional opportunity position within the City before an initial introductory period is satisfactorily completed, the initial introductory period starts over at the time the employee begins working in the new position.
The introductory period is considered a continuation of the employment selection process. It provides the City an opportunity to observe and evaluate the capacity of the employee, which includes the employee's ability to satisfactorily perform the essential functions of his or her job; and to observe and evaluate the employee's work habits and conduct, including attendance and the employee's relationship with coworkers and superiors.
During the introductory period, the new employee and the supervisor shall evaluate employment suitability in terms of skill, knowledge, performance, and compatibility. During this period, the employee shall be given the support and resources needed to learn and demonstrate the duties and competencies required in the new position.
Absences During Introductory Period
Any cumulative absences during the introductory period in excess of ten (10) workdays will automatically extend the introductory period by the number of days absent regardless of whether the absence was with or without pay.
Holidays
The City of Doral observes 12 paid holidays per year.
- New Year's Day
- Martin Luther King's Birthday
- Presidents Day
- Memorial Day
- Juneteenth
- Independence Day
- Labor Day
- Columbus Day
- Veterans' Day
- Thanksgiving Day
- Friday after Thanksgiving
- Christmas Day
Accruals (Vacation & Sick Time)
The City of Doral has separate sick and vacation leave for non-sworn employees which is accrued on a monthly basis.
Vacation is accrued on a monthly basis depending on the years of service
Years of Service Monthly Accruals Yearly Accrual
0-4 years 06.66 hours per month 80 hours per year
5-9 years 10.00 hours per month 120 hours per year
10-20 years 13.33 hours per month 160 hours per year
More than 20 years 16.66 hours per month 200 hours per year
Employees may use vacation time as it is accrued.
Sick leave is earned at the rate of 8.0 hours per month for a forty (40) hour work-week. Employees may accumulate a sick time maximum 1,040 hours if on a forty (40) hour work-week.
Sick Leave Payment Program
Employees may sell back to the City up to a maximum of 32 hours of sick leave per year provided that the employee maintains a maximum of 80 hours of sick leave in his or her leave balance. This election is made annually at the beginning of each fiscal year by the employee and is irrevocable. An employee who elects to be paid for accrued vacation leave will be paid at his or her current rate of pay on the date of the payout, less applicable taxes and authorized deductions.
Annual Leave Sell Back
Employees may elect payment of accrued, unused annual leave in lieu of time off. This election is made annually in the beginning of each fiscal year and is irrevocable. An employee who elects to be paid for accrued vacation leave will be paid at his or her current rate of pay on the date of the payout, less applicable taxes and authorized deductions.
Health Care Benefits
All Healthcare benefits for all employees are effective on the first of the month following 30 days of full-time employment. The City offers HMO, POS, and High Deductible Health plans. The High Deductible Health plan comes with a Health Savings Account (HSA).
Dental Plan
The City of Doral offers a PPO dental insurance plan.
Vision Care
The City of Doral offers voluntary vision care benefits.
Life, Short-term and Long-term Disability
The City of Doral will cover your life insurance at the rate of two (2) times the employee's annual salary up to a maximum of $300,000.00. In addition, the City offers both short-term and long-term disability plans which act as income protection plans.
Retirement Benefits
Employees participate in the City's 401a retirement plan administered through Mission Square. The plan requires employees to contribute a mandatory six percent (6%) of their base pay while the City contributes twelve percent (12%) of the employee's base pay.
457 Supplemental Plan
The City of Doral has a voluntary deferred compensation pension program available through Mission Square where the employee can make contributions to their retirement. The City does not make any contributions to this plan.
Education/Tuition Reimbursement
The City offers the Educational Reimbursement Program (ERP) established to provide educational assistance to full-time employees participating in training or educational programs designed to strengthen their abilities, which in turn directly benefit the City. The City will pay the State tuition rate to its members based on the letter grade obtained for each class. Employee must be a full-time employee for 6 months in order to be eligible for this benefit.
Bereavement Leave
Upon approval of the Department Head, a full?time employee may, upon request, be granted up to three (3) working days of leave with pay in the unfortunate event of a death in his or her immediate family, or up to five (5) working days of leave with pay to attend the funeral or memorial services of an immediate family member outside the State of Florida. The employee's immediate family shall be defined as the employee's spouse, father, mother, step-parents, natural, step and adopted children, brother, sister, father-in-law, mother-in-law, grandparents, brother-in-law and sister-in-law, grandparents-in-law, registered domestic partner, and child of a registered domestic partner.
The bereavement leave must be taken consecutively, and the employee must attend the funeral of the deceased family member to be eligible for bereavement leave. If an employee needs time in excess of that provided in this policy, he or she may request accrued vacation time, sick time, or PTO with the approval of their department head. The City reserves the right to request all pertinent information including deceased relative's name, relationship of the employee to the deceased, the name and address of the funeral home, and the date of the funeral. Documentation such as a death certificate, or other documentation on the deceased may be required for approval of the leave.
Voting Leave
Employees are encouraged to exercise their right to vote outside of their scheduled working hours. As such, all full-time employees as defined herein may be granted up to one hour of leave during polling hours in order to vote in federal, state or local elections, both primary and general elections. This time off shall be granted if it does not increase staffing cost or decrease departmental efficiency.
Employees must request time off for voting in writing or via e-mail at least five (5) business days in advance to the Department Head or designee. The request for leave must clearly state that the employee needs leave in order to vote.
THE CITY OF DORAL DOES NOT OFFER A RELOCATION PACKAGE
THE CITY RESERVES THE RIGHT TO AMEND, MODIFY OR TERMINATE (IN WHOLEOR IN PART) ANY OF ITS BENEFITS PROGRAMS AT ANY TIME.
Equal Opportunity Employer
The City of Doral is an equal opportunity employer.
Smoke Free/Drug Free Workplace
The City of Doral maintains a smoke free and drug free workplace.
01
Do you possess at least an Associate's degree from an accredited college or university?
- Yes
- No
Do you possess at least three (3) years of general secretarial and clerical work experience?
- Yes
- No
Do you possess excellent customer service skills?
- Yes
- No
Are you computer literate with knowledge of Microsoft Office?
- Yes
- No
Are you fluent in the English language?
- Yes
- No
Do you possess a valid driver license with an acceptable driving record?
- Yes
- No
I certify that I have read the job announcement in its entirety, and have attached my resume to my application.
- Yes
- No
Salary : $45,240 - $67,860
