Administrative Assistant- Fire Department

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Administrative Assistant- Fire Department

Salary

$47,406.11 Annually

Location

City of Coral Gables, FL

Job Type

Full-time

Job Number

28

Department

Fire Department

Opening Date

04/25/2024

• Description

• Benefits

• Questions

Summary

The Administrative Assistant will perform skilled, highly organized administrative and secretarial work. They will report to the Department Director or designee and will assist the office by overseeing administrative and office duties. Under the general supervision of the Fire Chief, develops and coordinates the execution of a communication strategy to create effective and well-coordinated messaging initiatives. These initiatives are designed to promote resident, business owner and visitor awareness of the Fire Department

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.

Disseminates information to department employees. Gives assignments, reviews work and trains clerical personnel. Stays apprised of activities occurring throughout the Department.

Serves as secretary to the department’s advisory boards and prepares agendas and minutes for approval.

Prepares, maintains and manages department budget. Monitors and reconciles accounts. Prepares budget documents and periodic budget status reports. Processes purchase requisitions and payments. Recommends future expenditures.

Handles special projects. Conducts research. Compiles and analyzes data. Studies problems and develops solutions. Recommends and implements procedure changes.

Processes payroll for the department.

Manages the department’s items for the Commission agendas and ensures the department meets agenda deadlines.

Obtains estimates for a variety of services provided to the City and ensures that vendors provide required services.

Makes arrangements for conferences, meetings and travel.

Prepares materials for director's meetings and public speaking presentations.

Prepares, maintains, and distributes a variety of reports including memos.

Handles Division email, phone calls and calendar. Provides information.

Composes and prepares responses to correspondence.

Maintains records and files.

Operates computer, fax machine, and other office equipment.

Conforms with and abides by all regulations, policies, work procedures and instructions.

Coordinates relevant updates to City’s website and other social media sites regarding City news, programs, and community events.

Enhances community outreach efforts with the use of existing communication tools, including various social media platforms.

Assist with departmental newsletter and outreach efforts which includes social media management.

Writes, edits, and reviews official correspondence on behalf of the Fire Chief.

Use initiative and independent judgement in managing and coordinating all strategic communications, marketing, and branding for CGFD.

Performs other related tasks as required.

Qualifications

Associate Degree in Public Administration, Business Administration or related field

Five (5) years administrative or executive secretarial experience required.

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.

HOLIDAYS: 14 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: $1,500 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 Degree in Public Administration, Business Administration or related field?

• Yes

• No

  02

  Do you have five (5) years of administrative or executive secretarial experience? Please explain.

  03

  Do you have a valid Florida driver's license?

• Yes

• No

  Required Question

Agency

The City of Coral Gables

Address

214 Minorca Avenue Coral Gables, Florida, 33134

Phone

305-460-5523

Website

http://www.coralgables.com