Administrative Assistant/Field Specialist

The City of Coral Gables•City of Coral Gables, FL

3d•Onsite

About The Position

Performs highly skilled, organized administrative duties and some field assessments within the Public Works Department. Responsibilities include customer service, administrative support to various supervisors, field assessments, maintains various reports and files. This position requires considerable initiative and independent judgment and operates under the general supervision of the Central Division Administrative Manager.

Requirements

Graduation from an accredited college or university with an Associate’s degree.
Minimum five (5) years responsible and relevant administrative and/or executive assistant experience required.
A valid Florida Driver’s License.
Any appropriate combination of relevant education and/or work experience will be considered.

Nice To Haves

A Bachelor’s Degree in public administration, business administration, accounting, finance, or a related field is preferred.
At least at least one (1) year of supervisory responsibility is preferred.

Responsibilities

Delivers exceptional customer service by promptly answering phone calls and responding to emails with professionalism and courtesy.
Accurately documents and routes service-related requests through the customer service application and ensures timely follow-up through to completion.
Maintains residents, the public (requestors) updated on items reported.
Reports issues to corresponding department division, other City departments and outside agencies for action, including and not limited to broken sidewalks, street potholes, streetlights, street signs down/leaning, etc.
Assists in the preparation of contracts for execution using DocuSign, ensuring all applicable documents are included and approved, as necessary.
Communicates routine departmental ordinances, rules, regulations, policies and practices to the general public.
Reviews weekly open customer service requests and updates, closes accordingly.
Will reinspects items to confirm completion and other items needing attention for proper reporting and action.
Assist with front desk coverage.
Handles special projects.
Conducts research.
Compiles and analyzes data.
Studies problems and develops solutions.
Removes minor graffiti and stickers from signs, poles and other city assets.
Removes illegal advertisements and minor debris from the public right of way.
Uses customer service application to document all field findings, including non-operating streetlights, for action with before/after pictures and submits request via customer service application and follows-up through to completion.
Performs other related tasks as required.