ADMINISTRATIVE ASSISTANT

Job Title

This position performs highly specialized, complex office and administrative work supporting all Division staff and activities. The position coordinates all office activities and is capable of responding to and resolving issues, concerns, and inquiries concerning Division functions. Reports to the Code Compliance Manager.

Job Duties

Essential functions are fundamental job duties. They do not include marginal tasks, which are also performed but are not incidental to the primary functions. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, nor does every position allocated to the job necessarily perform every duty listed. The essential functions identified for this job are:

• Serves as primary contact with the public, taking complaints and dispatching appropriate personnel;
• Develops and maintains records, calendars, and tracking systems to monitor Division activity and assure completion of all tasks according to deadlines set by the Division manager;
• Performs daily administrative operations of the Division, such as filing, copying, scanning, composing and/or editing communications and other documents; and retrieving and delivering messages;
• Performs support activities related to code enforcement procedures, such as preparing and maintaining case files and documentation, and drafting Notice of Violation or Notice Hearing letters and Code Enforcement Board orders;
• Provides support for the rental permit program, such as verifying the accuracy of the required information on rental permit applications, preparing annual rental permit renewal notice letters, and researching various websites for advertised rental properties within the Town;
• Reviews and makes recommendations relative to zoning ordinance compliance on applications for building permits, land development and other types of applications;
• Provides general information to the public, directing inquiries to appropriate staff and coordinating public records requests;
• Provides support for Code Enforcement Special Magistrate meetings, including assistance with agenda packets and PowerPoint presentations;
• Attends civic events as requested by local associations to discuss Division policies and procedures;
• Works in the permitting office on a set schedule, to assist with filing, permitting, zoning requests, and coverages due to absences of permitting techs;
• Coordinates the preparation of the Division's annual budget; and
• Other duties assigned by the Code Compliance Manager and Director.

Qualifications

Minimum Qualifications: Specialized training beyond high school diploma (or equivalent) and at least two (2) years of related experience and specialized training as appropriate. Will have to obtain permit tech certification, or zoning tech certification through the International Code Council (ICC) within one year (1) year, and have knowledge of code enforcement procedures or able to obtain certification through the Florida Association of Code Enforcement.

A comparable amount of education, training or experience may be substituted for the minimum requirements. Applicant must be able to successfully complete all phases of the pre-employment selection process , and must possess and maintain a valid driver's license.

Knowledge, Skills, & Abilities

Equipment: The employee uses and operates various office and computer equipment and related software.

Critical Skills/ Expertise: All employees must possess knowledge of general written standards and procedures utilized, and have the ability to read, interpret, and follow procedural and policy manual related to the job tasks. The abilities expected of all employees include being able to respond to supervision, guidance and direction of superiors in a positive, receptive manner and in accordance with stated policies; be appropriately groomed and attired so as to present a professional image in accordance with the organization's mission, goals, and policies; report for work promptly and properly prepared at the time and place required by the assignment or orders; notify the appropriate supervisor of intended absences in accordance with stated rules; conform with standards and rules regarding use of accrued time; demonstrate a polite, helpful, courteous, and professional image when engaged in any activity with the pubic; operate and care for equipment to manufacturer's specifications and/or within the specified parameters and in accordance with policies; demonstrate an understanding, consideration, and respect of cultural, religious, and gender differences when interacting with the public and colleagues. Personal characteristics required of all employees such as honesty, integrity, and the ability to get along with others, are presumed qualities and may not be listed specifically. Critical skills/expertise identified for this job include:

• Knowledge of administrative work-related activities and responsibilities, and the ability to apply this knowledge in support of the stated activities and essential functions;
• Knowledge of office computer, software (e.g., Word, Excel, PowerPoint, Publisher, and Outlook), and telephone systems, and the ability to apply this knowledge while assisting other Town employees and citizens;
• Ability to coordinate a variety of administrative activities, to ensure that schedules and deadlines are met and work responsibilities achieved;
• Knowledge of basic code enforcement, zoning, and permitting principals;
• Communication skills, both oral and written, to relate effectively with public and other employees, to answer questions, and document information as required; and
• Ability to acquire and maintain a Notary Public license.