Permit Records Specialist (Administrative Specialist II) - R19741

Sarasota County Government • Full-time • Sarasota, Florida, United States • $21.85 - $22.50 / hour • 1m ago

Start Here. Grow Here. Stay Here.

Are you detail-oriented, organized, and passionate about public service? Come be a part of our Planning & Development Services Department, where you’ll play a vital role in supporting the building permit records process. In this position, you’ll help maintain, retrieve, and process permitting documents for public records requests, ensure data accuracy in permit systems, and deliver exceptional customer service to both internal staff and the public, all while staying in compliance with Florida laws and County regulations. This is a great opportunity to contribute to meaningful work that supports our growing community. You'll collaborate with a dedicated team, assist with record scanning and storage projects, respond to customer inquiries, and support efforts to improve and streamline our permit records systems. If you're ready to take the next step in your career and make a difference in local government, we invite you to apply today!

About the Position

In this role, you will support building permit records by maintaining, retrieving, and processing documents for public records requests, handling customer inquiries and data entry, and providing excellent customer service in compliance with Florida laws and County regulations.

Examples of Job Responsibilities include...

Assist in managing the building permit records system, ensuring compliance with Florida Statutes and records retention schedules throughout the permit review and issuance process.
Maintain and control permit records in all formats from creation through destruction, coordinating with management for compliance and proper documentation handling.
Coordinate scanning projects and off-site storage by routing records, maintaining tracking logs, and ensuring proper return of documents.
Research and compile data from archives and current projects; prepare estimates and invoices for internal and external public records requests.
Support Permit Records Custodian or Building Managers with public records requests, subpoenas, and court document preparation in collaboration with the County Attorney’s office.
Respond to customer inquiries related to records and permitting; process private provider plan reviews, and ensure permit data accuracy, including address corrections.
Collaborate with the supervisor, Building Official, and Business Analyst on staffing, training, equipment needs, and process improvements for permit records and systems.
Update standard operating procedures, train staff on records systems and scanning processes, and continually seek opportunities for improvements in permit records management.

About the Schedule

Work Hours:

Full-time, 40 hours per week.
Typical Schedule: Monday-Friday, 7:30 a.m. to 4:30 p.m. (no weekends!)

As a reminder, all county employees are considered essential and must be prepared to protect and support the community and its citizens. Each employee, without exception, will have a duty assignment and be required to work during a disaster or declared emergency.

About You

To be considered for this role, you must have the following:

High School Diploma or Equivalent Education and 2 to 5 years of clerical, secretarial, and/or computer experience.
Note: One year of college may substitute for 1 year of work experience.

The ideal candidate has the following knowledge, skills, and/or abilities:

Please note that these are not requirements but bonuses for your consideration.

1 (or more) year(s) of experience with permit records or public records management.
Notary certification or willing to obtain within 1 year of hire. (We can help with this!)
Strong customer service, communication (oral and written), organizational, and interpersonal skills, with the ability to build effective working relationships across various groups.
Knowledge of Florida public records management standards and statutes, with experience in building permit systems, data entry, reporting, and interpreting construction drawings.
Proficient in Microsoft Word and Excel; capable of operating computers, scanners, and copiers; committed to ongoing education in public records management.

Physical Demands: Employees in this role must occasionally lift and/or move up to 20 lbs.

About Everything Else

Starting Pay Range: $21.85 - $22.50, may exceed depending upon experience.

Our interview process could include phone interview(s), Microsoft Teams video interview(s), and/or in-person interview(s).

If you are selected to join our team, please click on this link to review the Required First Day Documents. You will need to present the following items on your first day:

1. I-9 Acceptable Documents to show your identity and authorization to work. Use this link to learn more and review the different document options: https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents

If your position requires a Florida Driver’s License, this must be one of your documents. (Your Florida Driver’s License can serve as one of your documents listed in link above – List B Documents.)

2. U.S. Social Security Card (signed, physical card). This is a requirement of our Payroll Department and failure to provide this document could jeopardize timely compensation. (Your U.S. Social Security Card can serve as one of your documents listed in link above – List C Documents.)

Benefits:

Enjoy great benefits including Health, Dental, Vision, and Life Insurance, Short-Term and Long-Term Disability, Flexible Spending Accounts, Employee Assistance Program (EAP), Florida Retirement System (FRS) and many, many more! Choose one of three great medical plans, including one with a $0 premium option, with completed preventative visits!
For more information about employee benefits, please click this link or visit SCGov.net for additional information.
Utilize our award-winning wellness program including free gyms at multiple Sarasota County Government locations.
Enjoy 11 paid holidays, 3 personal days and 16 paid vacation days in the first year of full-time employment with increasing accrual rates with years of service. (That adds up to a possible 30 days off in your 1st year!)

A different blend of voices prompt better conversations, choices and results for everyone. Sarasota County – Many Voices, One Team.

We celebrate and value the experiences, backgrounds, perspectives, talents and strengths that make us different.

Our vision is to attract, develop, retain and engage a talented workforce broadly representative of the citizens and communities we serve. To further value creativity, innovation, collaboration and great customer service – internally and externally.

A job applicant with a disability who requires reasonable accommodation to participate in the application/selection process is requested to make known the need for an accommodation to Human Resources or appropriate county staff members. For assistance with the application, please call 941-861-5353.

Sarasota County prohibits discrimination in all services, programs or activities. View the complete policy at scgov.net (keywords: ADA Compliance).

Sarasota County Government is a Tobacco-Free/Drug-Free Workplace.

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