Administrative Specialist (Community Development)

City Of Cooper City•Cooper City, FL

1d•Onsite

About The Position

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description. JOB SUMMARY Under the general direction of the Administrative Coordinator, provides qualified, responsible administrative support or performs a technical specialty for an assigned division of the department. Employees in this classification are responsible for administrative duties that support efficient operations, quality customer service, and continued workflow for their area of assignment. Qualifications include the ability to multi-task in a fast-paced environment. This position reports to the Administrative Coordinator about training, schedules, assignments, processes, procedures, and customer focus. The employee is expected to maintain their assigned work schedule and to be available in their assigned work area during regular working hours except during scheduled lunch and breaks. This position includes considerable exercise of independent judgment and initiative when performing technical processes exclusive to the work unit.

Requirements

High school diploma or equivalent.
A minimum of two (2) years of experience in a related field or an equivalent combination of education, training, and experience.
Additional qualifying experience or completion of coursework at an accredited college or university in a job-related field may substitute on a year-for-year basis for one year of the required experience or education.
Possess or be able to obtain a valid State of Florida driver's license by the date of hire.
Knowledge of customer service principles in application to effective and courteous communications.
Knowledge of the use and operation of modern office technologies, e.g., facsimile machines, photocopiers, personal computers, and calculators.
Knowledge of the use and application of standard computer software packages, e.g., word processors and spreadsheet applications.
Ability to accurately apply mathematical operations in budgetary/accounting-related functions.
Ability to respond to, research, develop, and recommend effective solutions to a wide variety of complex issues applicable to functional areas of responsibility.
Ability to multi-task in various areas of administrative support in a fast-paced environment.
Ability to communicate effectively in both oral and written formats.

Responsibilities

Performs customer service functions, e.g., greets customers, answers telephones and emails, and directs persons to the proper entity/department within the City or affiliated agencies.
Adheres to established procedures utilizing existing forms and filing systems for optimal efficiency in administrative operations.
Responds to inquiries from the general public regarding general department and City-related information.
Maintains documentation for adherence and processing according to prescribed regulatory and statutory standards.
Communicates with all applicable inspection professionals on behalf of the customer about permitting revisions, changes, comments, scheduling, etc. throughout the process of submittal, review, issuance, and inspection of residential building permits.
Assists and educates customers on the use and process of applicable forms and procedures about permits, Local Business Tax Receipts, Zoning Certificates of Use, Vacation/Short-term rental registrations, Certificates of Occupancy, and other applicable departmental areas of operation.
Interfaces and coordinates with all Building Division disciplines.
Performs administrative support duties in creating and maintaining records and documentation and adheres to record retention processes that support efficient retrieval and comprehensive audit trail for the functional areas of responsibility.
Processes tasks associated with sensitive or confidential issues, exercising appropriate discretion in all communication matters.
Transcribes minutes from recorded departmental-associated board meetings, where necessary.
Generates and prepares standard departmental reports according to prescribed schedules and regulatory reporting requirements, e.g., weekly, monthly, quarterly, and annually.
Performs standard accounting functions specific to the area of assignment, including calculating fees/charges, processing fees, and payments, and reconciling payments received at the end of each day.
Performs independent research and exercises judgment and initiative to resolve or address operational matters applicable to areas of responsibility.
Performs other duties as directed.