Executive Assistant - Zoning & Code Compliance

City of Punta Gorda • Full-time • Punta Gorda, Florida, United States • $42.54k - $68.02k / year • 2w ago

A highly skilled executive assistant position responsible for providing skilled secretarial support to the Zoning Official, Code Compliance Supervisor and Code Compliance Officers as well as assisting members of the public. This position is characterized by responsibility for a variety of administrative activities to be met with minimal supervision.

Essential FUNCTIONS AND DUTIES include the following. Other duties may be assigned as dictated by operational necessity.

Process daily code compliance violation investigation reports (VIR's), issue RV permits, boat maintenance permits, moving permits, parking permits, garage sale permits and any other miscellaneous permit(s). Track permitted times for all permits pursuant to Code requirements.
Create violation notices and code enforcement hearing notices, sending all notices by regular, certified, return receipt requested.
Prepare for posting of the notice on properties in a timely manner. Enter re-inspection dates in computer for officers.
Update the Violations Codes in the Naviline system to meet today’s Land Development Regulations including the creation of DMS Code Compliance notices as needed.
Answer incoming calls, responding to citizen complaints, sort and distribute division's incoming mail.
Word processing including composition of effective and accurate correspondence in a timely manner.
Maintain certification records for the Zoning Official, Code Compliance Supervisor, and Code Officers to ensure continued certification requirements are met.
Make arrangements, as needed for seminars, conferences including any travel arrangements.
Maintain filing for department, including working with the City Clerk on the archiving of records and arranging storage as needed.
Make files for each case. Record retention of all cases both open and closed pursuant to statutory requirements.
Research property location and ownership of property to ensure correct mailing and/or posting.
Track all receipts of mailing and dates of posting and schedule all inspections or hearing dates accordingly.
Operate and ensure proper maintenance of a variety of office equipment incidental to the Division such as large format scanner & printer, including requests from other departments and divisions, laminator, and printing & binding unit.
Process requisitions, field purchase orders, and P-Card transactions for the Department.
Reconcile various expenditure receipts.
Processes and prepare park rental agreements and event applications.
Proof payroll, run Edit Sheets, and submit to Finance Department, including a record of overtime.
Assist with preparation of Mid-Year and Fiscal Year Budget.
Respond to sensitive requests for information and assistance.
Prepare, coordinate and distribute Code Board agenda items for the Department to Code Board members act as Code Board Clerk.
Speak with citizens making complaints or requesting service in person or by telephone, providing necessary information and following through on the resolution of problems.
Keep supervisor informed of details affecting office management decisions.
Review incoming correspondence, draft responses on matters for which authority has been delegated.
Demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.
Responsible as content manager for the division’s web page, coordinate with IT as needed.

Minimum Qualifications: To perform this job successfully, an individual must be able to carry out each essential duty or responsibility satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities; education and/or experience; and, certificates or licenses required in order to fill the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. In lieu of certain requirements listed below, Employee may accrue or acquire certain specified time in service, specialized skills, and/or certifications, thereby qualifying for this position through the City’s career progression policy.

KNOWLEDGE / SKILLS / ABILITIES:

Knowledge of how to correctly format and organize correspondence, reports, and written directives.
Knowledge of modern office practices, procedures, and equipment.
Knowledge of the City’s organization.
Knowledge of the Naviline system – (Land File, Budget, Payroll)
Skill in operating a personal computer, word processor, and other common office machines.
Able to work cooperatively with other City employees and the public.
Able to communicate orally, in the English language, with employees and the public in face-to-face one-on-one settings, in group settings, or using a telephone.
Able to comprehend and make inferences from written material.
Able to learn job-related material primarily through oral instruction and observation. This learning takes place mainly in an on-the-job training setting.
Able to enter data or information into a terminal, PC or other keyboard device.
Able to sort, separate, arrange, file or distribute incoming mail, products or material in prescribed manner.
Able to produce written documents with clearly organized thought using proper sentence construction, punctuation, and grammar.
Able to act independently and logically to implement policies of supervisor.
Able to compose correspondence from fragmentary instructions.
Able to interpret and make decisions in accordance with laws, regulations, and established policies.
Skill in computer hardware, software, and social media, which may include Microsoft Office, Word, Excel, PowerPoint, and Publisher.

EDUCATION, EXPERIENCE, LICENSES AND CERTIFICATIONS:

Graduation from high school, or a GED from a properly accredited institution of learning. Associates degree in office sciences or related field highly desired but not required.
Four (4) years clerical experience in a reasonably fast-paced office environment.
Any combination of education and experience which provides the requisite mental and communication skills.
Notary Public or the ability to acquire a Notary Public's certification required.
Must possess a valid Florida driver's license.

Supervisory Responsibilities:

None

Disclaimers:

All requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Individuals who cannot perform some of the requirements because they pose health or safety risks to themselves or other employees may be excluded from this position. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by this supervisor. Requirements are representative of minimum levels of knowledge, skills and/or abilities or aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise. The information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, environmental conditions, or qualifications required of employees assigned to this job.

It is the policy of the City of Punta Gorda to recognize and fulfill its commitment to the community in the area of Equal Employment Opportunity. The City will not knowingly permit discrimination in hiring, promotion, or other conditions of employment with regard to race, color, religion, sex, age, or national origin.

Certain Service Members and Veterans, and the spouses and family members of such Service Members and Veterans, receive preference and priority, and that certain Service Members may be eligible to receive waivers for postsecondary educational requirements, and are encouraged to apply for the positions being filled.

EMERGENCY RESPONSE STATEMENT:

Every City employee has emergency response responsibilities, though not every position will require routine assignments during an emergency event. All employees may be subject to recall around the clock for emergency response operations, which may require irregular work hours, work at locations other than the normal work location, and may include duties other than those specified in the employee's official job description. Assignments in support of emergency operations may be extensive in nature, with little advance notice, and may require employees to relocate to emergency sites with physically and operationally challenging conditions.