Office Supervisor

Town of Davie, FL -
Davie, FL

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Job Details

Full-time
$68,054 a year
5 days ago

Benefits

Disability insurance
Health insurance
Dental insurance
Life insurance

Qualifications

Computer operation
Staff supervision
Microsoft Excel
Microsoft Outlook
Administrative experience
High school diploma or GED

Full Job Description

Description

Under general direction, provides supervision and support to permit service personnel, support to the Building Official, acts as the liaison for customers in the building permit process as well as assisting with processing and monitoring of building permits and associated items of the Building Division. Oversees daily permit operations and public contact tasks in the Building Division, providing supervisory, administrative and support functions. Reports to the Building Official or Designee.

Minimum Requirements (Must meet by the closing date of the posting unless otherwise stated)

Graduation from an accredited High School or GED equivalency.
Three (3) years of responsible experience in administrative work.
At least three (3) years experience working in the capacity of direct supervisor or lead worker for at least five (5) or more employees.
Intermediate to expert level operation of Microsoft Office i.e., Word, Excel, and Outlook

Preferred Requirements:

- Prior municipal experience.
- Prior experience utilizing an online application processing system, e-plan and e-permitting review software.
- Prior experience with a records management system.
- Prior experience working in the any of the following: building permit processing, permit services, construction administration, customer service or related municipal building department operations which includes experience assisting customers with permit applications, inspection requests, plan review routing and/or permit issuance.

Essential Functions

Makes recommendations regarding hiring, discipline, performance review, and employee development for all permit clerks and examiners. Approves overtime and time off requests.
Enters data into computer system, prepares reports, and updates files.
Performs clerical duties of a technical nature related to the Building Division.
Ensures IT/GIS personnel updates addresses associated with permit applications to be consistent with the Town’s addressing system.
Manages the daily operations for the permit clerks and examiners to ensure team tasks are completed accurately and timely including but not limited to equitably assigning tasks.
Coordinates with other Town departments, such as the Engineering, Planning & Zoning and Fire Departments, to ensure the permit application process is completed accurately and timely.
Responsible for ensuring that all daily payments, daily cash receipts, processing refunds, returned checks, and adjustments are processed in accordance with the Budget and Finance Department requirements.
Receives and responds to customer inquiries from the general public and business community in-person, phone, email, and providing information related to permit operations
Assists with resolving customer complaints in a courteous and professional manner while ensuring policies and procedures are followed.
Responsible for oversight regarding responding to public records requests related to the permitting operations.
Develops new and/or revised forms related to Building Division/permitting operations.
Conducts reviews of office policies, procedures and operations; develops and updates operations manuals as needed to ensure operational efficiencies and cost savings.
Assists with creating training materials to aide onboarding and changes in operations and conducts training sessions with all personnel prior to any new departmental implementations.
Assists on special projects related to the Building/permitting operations, including revisions to fee schedule and rates
Works closely with the Building Official or designee, in conjunction with the IT department, with the implementation of new technology and software to streamline tasks and the permitting process.
Ensures permitting operations are in compliance with changes in local, State and Federal guidelines
Schedules and conducts routine meetings with the permitting staff to set and evaluate goals, inform personnel of ongoing changes, solicit feedback, exchange ideas and discuss operational concerns and solutions.
Supervises permit clerks and examiners to ensure the permit process runs smoothly and accurately.
Answers questions and inquiries relating to Town procedures and permit fees via phone and in person.
Supervises, assigns, reviews, and evaluates the daily work of permit clerks and examiners.

ADDITIONAL JOB FUNCTIONS

Performs other related work as required.

PLEASE READ THE BELOW IMPORTANT INFORMATION

APPLICATION ASSISTANCE/INFORMATION:

Licenses/Certifications: If a positon requires a license and/or certification, it is the responsibility of the candidate to obtain and maintain them as a condition and continuation of employment.
Foreign Credentials (Degrees, Diplomas and/or Transcripts: Original credential evaluation reports showing the United States equivalency for academic credentials earned in other countries must be provided. Click the following link for a list of credentialed agencies: https://www.fldoe.org/teaching/certification/foreign-trained-grads/approved-credential-evaluation-agencie.stml
Status Updates/Communication: please ensure your email address is valid and you continuously check this account for any status updates from the Department.
Incomplete fields: all fields must be completed, putting "see resume" on the application will not suffice. Incomplete applications will not be considered.
Required documentation: copies of any certifications, licenses or competencies from an accredited institution must be submitted with your application by closing date of posting unless otherwise stated.
Military personnel records: to request your completed military personnel record, go to archives.gov
E-Verify: Candidates will be required to verify employment by submitting acceptable documents as evidence of identity and employment authorization.
Assistance with online application: for assistance with your online applicant account, use the online Help Guide or contact the Applicants Support Line at 855-524-5627 or Email: [email protected]. Applicant Support is available between 9:00 a.m. and 8:00 p.m. Eastern Standard Time, Monday through Friday.
Additional assistance: for other inquiries, please contact the Human Resources Department at (954) 797-1100.

REGULATIONS/ACCOMMODATIONS

EEO Policy: it is the policy of the Town to prohibit discrimination in hiring, promotion, compensation, discharge, and all terms and conditions of employment on the basis of actual or perceived race, color, religion, sex (including pregnancy), national origin, age, disability, gender identity(inclusive of a person’s actual or perceived sex, and includes self-image, appearance behavior or expression, whether or not different from that traditionally associated with legal sex assigned to the person at birth), marital status, military status, political affiliation, genetic information, sexual orientation, or retaliation for reporting same.
Tobacco Policy: the Town of Davie has a policy that requires employees hired on or after January 4, 2016 to be a non-user of tobacco products six (6) months prior to their employment with the Town as well as commit to non-usage during their employment. Candidates for employment who are impacted by the Town of Davie’s Smoking Policy will be permitted to reapply for open positions after six (6) months.
Reasonable Accommodations: applicants requesting reasonable accommodation during the job application process may contact the Human Resources Department at (954) 797-1100.
E-Verify: the Town of Davie participates in E-Verify. Federal Law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. For more information on E-Verify, please contact 1-888-897-7781.
Veterans' Preference: the Town of Davie will grant Veterans’ Preference to eligible veterans of the Armed Forces of the United States in compliance with applicable federal and state laws concerning Veterans’ Preference. Eligible applicants must submit a DD-214 Member 4 form and Veterans' Preference form.
Essential Employees: Employees may be required to work during emergency events/situations as determined by supervisor.

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Description

Minimum Requirements (Must meet by the closing date of the posting unless otherwise stated)

Essential Functions

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