Part-Time Administrative Assistant bei The City of Coral Gables, FL

About the Department

This position provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests. 

Position Duties

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.

Minimum 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.

Other Qualifications

The City of Coral Gables is an Equal Opportunity Employer/Drug Free Workplace.