$18.65 - $25.18/hour Depending on Qualifications: FT + employer paid benefits package (Medical, dental, vision, life, vacation leave, sick leave, retirement, paid holidays)
Job Title: Administrative Assistant – Code Compliance
Department: Community Development Department
Reports To: Code Compliance Manager
FLSA Status: Non-Exempt
SUMMARY: Performs duties of an Administrative Assistant supporting the Code Compliance Department. This position is the primary public relations interface between the department and the public. Responsible for Departmental financial administration t and serves as the Office Manager in charge of files, records, reports, tracking, and overall administrative requests of staff. Monitors department activities/meetings relative to staff schedules.
ESSENTIAL DUTIES AND RESPONSIBILITIES: The following are not to be construed as an exclusive or all-inclusive listing of skills and abilities required to perform the job. Management may delegate other responsibilities as required.
- Demonstrates commitment to Team Destin and our mission, vision, values, and goals and represents the city in a professional, dignified manner at all times both in actions and appearance.
- Contributes to the development and accomplishment of home team work-plans.
- Demonstrate competent knowledge of all applicable policies, codes, ordinances, regulations and statutes.
- Demonstrate competent knowledge of all divisional Key Functions and their associated processes.
- Provides administrative support for the Manager and Code Compliance Officers.
- Primary point of contact for walk-ins to the Division; responsibilities include accepting and directing the public to the appropriate personnel.
- Primary point of contact for calls to the Division, requiring knowledge of the functions within the Division for answering general questions and for directing calls to the appropriate personnel.
- Receives complaints, assigns complaints to officers, dispatches officers to violations reported.
- Logs initial code compliance cases and inspection results into the City’s computer system.
- Coordinates, processes, and tracks all incoming related inquiries and documentation by maintaining the Code Compliance Case log spreadsheet.
- Manages office filing and maintaining document/record system in accordance with City Policy.
- Intake of Registration programs (walk ins & online) coordinating registrations with Community development then to with assigned officers in charge of the registration program.
- Ensures departmental records management, retention and disposition per all City policies. Assists in the annual budget preparation.
- Daily financial management (invoicing, purchase orders, and purchasing card).
- Prepares requisitions for purchase and obtains quotes for purchase.
- Assists staff with preparation and finalization of reports, documents, legal notices, public inquiry requests, and letters of notification, and meeting packets.
- Prepares various Agreements, Resolutions, Agenda Items and other documents as required.
- Handles numerous projects at one time and is keenly aware of departmental and specifically assigned deadlines.
- Calculates and collects fees.
- Prepares property lien searches.
- Provides information to the public regarding ordinances and codes of the City.
- Coordinates with other staff within the department to facilitate the Department's mission.
- Assists the department with special projects (i.e., mailing projects, annual business license renewals, etc.)
- Coordinates travel arrangements for Division staff.
- Orders supplies and business equipment as needed.
- Schedules meetings and appointments for Staff.
- Performs other related duties as assigned.
SUPERVISORY RESPONSIBILITIES: Supervision of other City Staff is not required of this position.
Qualifications
Education and Experience: High School Diploma and two (2) years of work experience involving office administration and customer service.
Licenses Or Certifications
None.
Special Requirements
None.
Knowledge, Skills And Abilities
- Knowledge of planning and zoning, construction terminology, and code enforcement is desirable.
- Skill in the use of small office equipment, including copy machines and multi-line telephone systems.
- Skill in using computers for data entry, data management, and time management.
- Skill in using computers for word processing and/or accounting purposes.
- Ability to communicate effectively with the public and coworkers.
- Ability to compare and/or judge the readily observable functional, technical, structural, compositional or identifiable characteristics (whether similar to or divergent from obvious standards) of data, people or things.
- Ability to communicate with people to convey or exchange professional information.
- Ability to read a variety of professional, technical and administrative documentation, directions, instructions, methods and procedures.
- Ability to produce reports with proper format, punctuation, spelling and grammar, using all parts of speech.
- Ability to learn and understand subject matter principles and techniques.
- Ability to make independent judgments in absence of supervision within the scope of respective job duties and tasks.
- Ability to acquire and expound on knowledge of topics related to primary occupation.
- Ability to utilize mathematical formulas; add and subtract, multiply and divide totals; determine percentages; and determine time and weight and interpret same as may be appropriate.
- Ability to inspect items for proper length, width, and shape.
- Ability to differentiate colors and shades of color.
- Ability to interact with people (staff, supervisors, general public and elected officials) beyond giving and receiving instructions to include tactfully mediating conflicts and achieving positive results.
- Ability to perform under maximum stress when confronted with short deadlines, heavy workloads, conflicting interests and high customer demand.
PHYSICAL REQUIREMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Must be physically able to operate a variety of essential job-related machines and office equipment. Must be able to move or carry essential job-related objects or materials.
Career Development
- Continuing Education (seminars, job-related coursework at post-secondary institutions, continuing education credits/CEU’s)
- Training (either as participant or trainer)
- Involvement in relevant professional or technical associations
- Serving on city committees
- Volunteering to take responsibility for special projects, cross-training activities
The City has the right to revise this description at any time. This
description does not represent in any way a contract of employment.
Miscellaneous Information
Background check required.
