Administrative Operations Supervisor
Apply NowCompany: City of Coral Gables, FL
Location: Coral Gables, FL 33114
Description:
Salary: $62,900.45 - $97,495.42 Annually
Location : City of Coral Gables, FL
Job Type: Full-time
Job Number: 1318
Department: Community Recreation Department
Opening Date: 04/09/2025
Summary
This position performs a variety of administrative and supervisory work in planning, organizing, coordinating, implementing, and evaluating activities in the Administrative Division of the Community Recreation Department. The incumbent is responsible for the supervision and coordination over special projects and capital improvement projects within the Department. This position assists in developing, scheduling, and implementing a year-round, city-wide Community Recreation program. Supervises support staff, contractors, and volunteers in the Administrative Division. Exercises considerable initiative and independent judgment under the general supervision of the Community Recreation Director and Assistant Director.
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 Supervisors and employees. Stays apprised of activities occurring throughout the Department.
Plans and organizes workloads and staff assignments; hires, trains, motivates, and evaluates assigned staff; reviews progress and directs changes as needed.
Assists with the Department's onboarding and development plan.
Assists Department Divisions with training and implementation of administrative procedures and functions.
Assists in the preparation and supervision of Department budget, CIP projects, and other special projects.
Prepares and maintains Department budget; monitors and reconciles accounts; prepares budget documents; approves purchase requisitions and recommends future expenditures.
Coordinates and facilitates Department contracts as contract manager for the Department and as liaison to other Divisions. Obtains estimates for a variety of services provided to the City and ensures that vendors provide required services.
Communicates official plans, projects, policies, and procedures to City commission, administration, staff, and the general public. Represents the Community Recreation Director and Assistant Director on various formal occasions and serves on a variety of internal and external committees. Acts in the absence of the Community Recreation Director and Assistant Director.
Performs public relation duties to promote the Community Recreation Department. Prepares and may make presentations on behalf of the Department to City Commission, boards, special committees, civic groups, and the general public.
Responds to oral and written inquiries from the public, patrons, and other City employees.
Conducts research; compiles and analyzes data; studies problems and develops solutions; recommends and implements procedure changes and coordinates department activities with other departments and agencies as needed.
Assists in the development and enhancement of policies and procedures to insure the highest level of administrative best practices.
Supervises daily activities of the Administrative Division. Plans, organizes, schedules, administers, and supervises administrative functions to including marketing, special populations, and administrative staff.
Acts as Department liaison to Capital Improvement Plan office and Public Works facilities maintenance.
Makes arrangements for conferences, meetings, and travel; prepares materials for director's meetings and public speaking presentations.
Performs other related duties as assigned.
Qualifications
Bachelor's Degree in Recreation, Leisure Service, Education, Physical Education, Business, Public Administration, or related field.
Three (3) years administrative experience with Parks and Recreation programs and facilities.
Parks and Recreation Professional certification (CPRP) preferred.
Florida and National Parks and Recreation Association membership preferred.
Valid Florida Driver's License.
A comparable amount of training or experience may be substituted for the minimum qualifications.
HOLIDAYS: 15 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: $2,000 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 a Bachelor's Degree in Recreation, Leisure Service, Education, Physical Education, Business, Public Administration, or related field?
02
Do you have three (3) years of administrative experience with Parks and Recreation programs and facilities? Please explain.
03
Do you have the Parks and Recreation Professional certification (CPRP)?
04
Do you have the Florida and National Parks and Recreation Association membership?
Required Question
Location : City of Coral Gables, FL
Job Type: Full-time
Job Number: 1318
Department: Community Recreation Department
Opening Date: 04/09/2025
Summary
This position performs a variety of administrative and supervisory work in planning, organizing, coordinating, implementing, and evaluating activities in the Administrative Division of the Community Recreation Department. The incumbent is responsible for the supervision and coordination over special projects and capital improvement projects within the Department. This position assists in developing, scheduling, and implementing a year-round, city-wide Community Recreation program. Supervises support staff, contractors, and volunteers in the Administrative Division. Exercises considerable initiative and independent judgment under the general supervision of the Community Recreation Director and Assistant Director.
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 Supervisors and employees. Stays apprised of activities occurring throughout the Department.
Plans and organizes workloads and staff assignments; hires, trains, motivates, and evaluates assigned staff; reviews progress and directs changes as needed.
Assists with the Department's onboarding and development plan.
Assists Department Divisions with training and implementation of administrative procedures and functions.
Assists in the preparation and supervision of Department budget, CIP projects, and other special projects.
Prepares and maintains Department budget; monitors and reconciles accounts; prepares budget documents; approves purchase requisitions and recommends future expenditures.
Coordinates and facilitates Department contracts as contract manager for the Department and as liaison to other Divisions. Obtains estimates for a variety of services provided to the City and ensures that vendors provide required services.
Communicates official plans, projects, policies, and procedures to City commission, administration, staff, and the general public. Represents the Community Recreation Director and Assistant Director on various formal occasions and serves on a variety of internal and external committees. Acts in the absence of the Community Recreation Director and Assistant Director.
Performs public relation duties to promote the Community Recreation Department. Prepares and may make presentations on behalf of the Department to City Commission, boards, special committees, civic groups, and the general public.
Responds to oral and written inquiries from the public, patrons, and other City employees.
Conducts research; compiles and analyzes data; studies problems and develops solutions; recommends and implements procedure changes and coordinates department activities with other departments and agencies as needed.
Assists in the development and enhancement of policies and procedures to insure the highest level of administrative best practices.
Supervises daily activities of the Administrative Division. Plans, organizes, schedules, administers, and supervises administrative functions to including marketing, special populations, and administrative staff.
Acts as Department liaison to Capital Improvement Plan office and Public Works facilities maintenance.
Makes arrangements for conferences, meetings, and travel; prepares materials for director's meetings and public speaking presentations.
Performs other related duties as assigned.
Qualifications
Bachelor's Degree in Recreation, Leisure Service, Education, Physical Education, Business, Public Administration, or related field.
Three (3) years administrative experience with Parks and Recreation programs and facilities.
Parks and Recreation Professional certification (CPRP) preferred.
Florida and National Parks and Recreation Association membership preferred.
Valid Florida Driver's License.
A comparable amount of training or experience may be substituted for the minimum qualifications.
HOLIDAYS: 15 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: $2,000 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 a Bachelor's Degree in Recreation, Leisure Service, Education, Physical Education, Business, Public Administration, or related field?
- Yes
- No
02
Do you have three (3) years of administrative experience with Parks and Recreation programs and facilities? Please explain.
03
Do you have the Parks and Recreation Professional certification (CPRP)?
- Yes
- No
04
Do you have the Florida and National Parks and Recreation Association membership?
- Yes
- No
Required Question