Administrative Assistant (Public Affairs)

About the role

This position is classified as an exempt, full-time position with a 40 hour work-week.

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.
• Faxes documents, drafts emails and answers telephone calls.
• Performs Cashier duties as requested.
• Captures and 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.
• 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.

Requirements

Must possess a valid driver's license.

Qualifications

• 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.

Skills

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.

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.

The City of Doral Human Resources Department Summary Of Benefits:

• Holidays: 12 paid holidays per year.
• 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.
• 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.
• 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.
• 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.