Administrative Assistant to the Planning Director Position Available In Miami-Dade, Florida

Administrative Assistant to the Planning Director 
Salary $55,399.50 – $85,878.00 Annually Location

FL 33156, FL

Job Type Full-Time Job Number 2025-0017 Department Planning and Building Division Planning Opening Date 05/02/2025 Closing Date 5/30/2025 4:30 PM Eastern

DESCRIPTION

BENEFITS
QUESTIONS
General Purpose Performs administrative and clerical work for the Planning Director and any other person as designated by the Planning Director. Essential 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. Performs administrative and clerical work including, but not limited to, composing, and typing letters, memoranda, general orders, rules, and standard operating procedures, maintains department records, orders supplies and other such administrative duties as directed by the Planning Director. Prepares departmental personnel action forms, requisitions, employee certification and training records and maintains departmental personnel file copies.
Processes bi-weekly payroll; monitors time and attendance records using related timekeeping software.
Compiles, develops, and analyzes internal and external reports and studies as directed by the Planning Director.
Answers, screens and directs calls to the Planning Director; provides back-up receptionist duties when necessary.
Answers routine correspondence; composes letters for the Planning Director’s signature.
Opens, sorts, and routes all correspondence to appropriate department personnel.
Performs clerical duties such as filing and managing departmental records and assisting in the work of the general department as assigned by the Planning Director.
Assists Planning Director in the preparation of annual budget estimates and accompanying descriptions of need.
Routes customers to appropriate departmental personnel and responds to general questions and information requests not requiring detailed or technical knowledge.
Supervises vehicle maintenance to ensure maintenance standards are adhered to by all division personnel.
Processes landscaper registrations; vacation rental registrations; foreclosure registrations; special event permits; film permits; garage sale permits and sidewalk sale permits.
Administers the Local Business Tax Receipt Program including the mailing of Local Business Tax Receipt invoices and accounting for fees collected; maintains Local Business Tax Receipt records.
Coordinates with code compliance officers in reporting and resolution of code violations.
Assists code compliance personnel in preparation of Special Magistrate Hearings; attends hearings, prepares orders and accurately records documents.
Assists Planning Director or designee in preparation of hearings to be presented to Village Council and Zoning Board.
Performs other related duties as assigned.

Minimum Qualifications Education and Experience:

Associate degree from an accredited college in a related field and three (3) years of experience in the performance of general administrative and clerical work, or equivalent combination of education and experience.

Additional Qualifications:

Must be computer literate and proficient in Microsoft Office programs including Word and Excel. Data base management experience is a plus.
Must have considerable knowledge of modern office practices and procedures.
Must maintain high ethical, honesty and moral standards. Must be prepared and available to work during a hurricane in the Village’s EOC. Must be fluent in the English language. Ability to communicate in Spanish is a plus. Must be a non-smoker.
Applicants must complete all requirements established by the Village of Pinecrest for employment. This may include, but not limited to, a written examination, typing test, psychological screening to determine suitability for position, polygraph examination, comprehensive background investigation, and a job-related medical examination including a drug/alcohol screening test.
The minimum qualifications may be waived by the Village Manager.

Knowledge, Skills and Abilities:

Ability to type at least 30 words per minute.
Ability to perform several tasks at one time.
Ability to maintain a high level of organization.
Ability to prioritize duties and meet department goals and deadlines.
Ability to deal with confidential and sensitive matters and exercise discretion.
Ability and responsibility to effectively work independently, exercise discretion and independent judgment and maintain confidentiality and professionalism in the execution of duties.
Ability to get along with others and work effectively and courteously with fellow workers, officials, other agencies and the public. Application Process & Documentation Applications shall be considered on a first come, first served basis. Please review the Documentation Requirements at the bottom of the job posting before submitting your application. Please note that incomplete applications will not receive consideration.