***Please submit your application through avonpark.city/jobs***
NATURE OF WORK:
Assists in the administration of the activities of the Code Enforcement/Airport Department and performs related work as required. This is a highly responsible administrative position assisting the Community Standards Director, Code Enforcement Officers, and Airport Manager in the effective and efficient operation of the department, which is responsible for the enforcement of all codes and ordinances, and regulations. Considerable judgment is required in establishing work procedures and performing duties. This position requires the exercise of sound judgment, personal initiative, and minimal supervision.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
· Performs duties of a staff assistant nature and participates directly in the work of the individual(s) supported.
· Functions as office receptionist and answers telephones.
· Receives guests and extends the appropriate protocol.
· Responds to inquiries in correspondence by phone, walk-ins, and email.
· Assists the public with permit application requirements.
· Ensures that all permitting documents are complete and are in proper order.
· Assists in processing permit application packages; verifies completeness, routes packages to other agencies for review, receives and processes review comments accordingly.
· Recognizes various documents received and routes them to the appropriate person.
· Reviews forms for accuracy; explains permit procedures, fees, and determines missing documents; enters information into the computer.
· Verifies parcel identification, ownership, legal description from public records and submitted documentation.
· Compiles and maintains permit application folders.
· Responsible for filing and maintaining all records.
· Includes basic clerical work such as filing, email routing, creating files, receiving and stamping paperwork, and assisting other permitting specialists.
· Prepares forms, composes letters, and sets up and maintains specialized office files.
· Files letters, reports, and related technical information in the prescribed manner.
· Prepares correspondence and associated informational materials, including transcription of letters, statements, agendas, narratives, purchase orders, and researches, compiles, and analyzes data for special projects and prepares routine statistical reports.
· Types using PC-based word processing software and processes letters, forms, reports, schedules, requisitions, and related paperwork.
· Opens, prioritizes, and processes mail.
· Assembles information for others' use.
· Retrieves data for reports.
· Prepares monthly billings and follows up for payments due.
· Receives and processes invoices and supply orders.
· Researches and routes invoices for the department.
· Assists in budget review.
· Prepares a Magistrate docket for monthly Code Enforcement Magistrate Hearings.
· Enters code enforcement liens electronically into the Highlands County Clerk of Courts database.
· Receives accident/incident reports from Risk Management, due to damages of any City or citizen property, forwards to appropriate department, to research damage/incident and any costs associated with damage, returning findings/costs back to Risk Management to file or bill appropriate insurance company.
· Assists department operations supervisors in technical, secretarial, and clerical tasks, such as press releases for their specific department; and follows through with correct procedures for on-the-job injuries.
· Monitors progress of ongoing and special projects.
· Assists staff by maintaining phone contact with residents and property owners, helping to coordinate the needed documents to complete the permitting process.
· Makes travel arrangements and arranges meetings, gathering information, and contacting meeting participants.
· Keeps appointment calendars and schedules appointments.
· Receives and screens calls and refers callers to other employees.
· Basic knowledge of Land Development Regulations and City Ordinances.
· Processes work orders as appropriate.
· Designated Records Custodian for the department.
· Performs other related duties as assigned.
QUALIFICATIONS AND REQUIREMENTS:
· Two (2) years of work experience involving administrative/clerical duties.
· Construction, planning, or zoning related work experience preferred.
· Excellent computer skills, including Excel, Word, and other Microsoft Office products.
· Willing to travel overnight to attend training.
OTHER KNOWLEDGE, SKILLS, AND ABILITIES:
· Knowledge of general office procedures, modern office methods, and computer equipment, programs, applications, and uses.
· Proficiency in English usage, spelling, grammar, punctuation, business letter writing, and basic report preparation techniques.
· Understanding of telephone etiquette and customer service needs and delivery.
· Familiarity with the uses of computers and office equipment, including operating a copying machine.
· Ability to gain knowledge of the department’s policies, procedures, practices, and organization procedures within a municipal government.
· Capability to work effectively with the public and establish and maintain effective working relationships with employees, City officials, outside agencies, and customers.
· Strong communication skills, both in writing and orally, including the ability to write press releases, reports, business correspondence, and procedure manuals.
· Competence in accessing, inputting, and retrieving information from a computer.
· Ability to work under pressure, meet deadlines, follow directions, and follow through on designated tasks.
· Skills in typing accurately and at a speed necessary for successful job performance, filing, research techniques, and taking minutes for meetings.
· Ability to interpret and apply administrative and department policies and procedures.
· Capability to work independently, make routine decisions in the absence of supervision, and prioritize and complete projects in a timely manner.
· Analytical skills to analyze problems, evaluate alternatives, and make creative recommendations.
· Ability to read, interpret, and analyze general business periodicals, professional journals, technical procedures, and government regulations.
· Effectively utilize a wide variety of reference materials, present information, and respond to questions from managers, customers, and the general public.
EDUCATION:
· Accredited High School Diploma or General Education Degree (GED) required.
· Associate degree or higher preferred
· Minimum of two (2) years’ experience in high quality office support experience, which includes drafting and preparing correspondence and documents (e.g., composing, proofing, reviewing).
PHYSICAL DEMANDS:
· Ability to access file cabinets for filing and retrieval of data
· Ability to access input and retrieve information from a computer
· Ability to sit at a desk and view a display screen for extended periods of time
· Ability to enter data at a prescribed rate of speed
· Ability to communicate both orally and in writing
BENEFITS:
The City offers a wide range of benefits to its employees to include vacation, sick, and holiday time off, health, dental, vision, life insurance, supplemental benefits, employee assistance program, retirement in the Florida Retirement System (FRS) as well as Nationwide Pre and Post Tax retirement options. Please contact Human Resources at 1-863-452-4406 if you have any questions about the carriers and cost.
EMERGENCY RESPONSE STATUS:
As a condition of employment, City of Avon Park employees will be required to work as directed during an undeclared and/or a declared emergency. All employees are 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 official job description.
ADDITIONAL INFORMATION:
The City of Avon Park is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, ethnicity, disability, genetic information, marital status, or status as a protected veteran. Candidates requiring a reasonable accommodation, as defined by the Americans with Disabilities Act, must contact Human Resources (863‐452‐4406). Notification must be made in advance to allow sufficient time to determine if reasonable accommodation can be provided. Preference will be given to preference‐eligible veterans in accordance with applicable law. Equal Employment Opportunity (EEO)/Disabled/Veteran.
The City of Avon Park is a drug-free workplace. This position is subject to pre-employment drug testing. All City of Avon Park positions are subject to reasonable suspicion drug testing. As a condition of employment, you will be required to pass the pre-employment drug test in accordance with Florida Statute 440.102.
Employment applications for the City of Avon Park must be filled out in entirety. Applications are located at: www.avonpark.city/jobs
Pay: $15.75 - $18.80 per hour
Benefits:
- Bereavement leave
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Vision insurance
People with a criminal record are encouraged to apply
Work Location: In person
