LEGISLATIVE AIDE

City of Lake Worth Beach • Lake Worth, FL

9h • Onsite

About The Position

Serves as a neutral, impartial resource to assist residents, businesses and stakeholders in navigating concerns related to the Community Sustainability Department for the City of Lake Worth Beach. Work involves ensuring that inquiries, complaints and concerns are addressed in a timely manner, and that policies and procedures are clearly explained to the public. Maintains official records, provides administrative support to department employees and assists in the administration of the standard operating policies and procedures of the City Manager/Executive Department. This role works on behalf of the City Commission to promote transparency, accountability and effective communication while helping resolve issues fairly, impartially, effectively, timely and efficiently. Duties also include professional work organizing and directing the administrative activities in the City Commissioners’ Office.

Work performed is of considerable variety and complexity requiring advanced skills in office systems technology and knowledge of employee services. Responsibilities involve budget preparation activities, the procurement and maintenance of fiscal records and serving as a point of contact for internal and external customers in responding to inquiries and directing customers to appropriate information resources.

This individual must be able to successfully perform under limited supervision with latitude in the use of initiative and independent judgment. Position seeks technical guidance only on unusual or complex problems or issues.

Requirements

• Bachelor’s degree in Business Administration or a related field; supplemented by five (5) years of professional experience in an administrative support capacity, preferably for an executive or in a public agency; or an equivalent combination of education, certification, training and/or experience.
• A valid Florida driver’s license is required.
• Bachelor’s degree in Public Administration, urban planning, law, business or a related field and five (5) years of professional experience in Public Administration, dispute resolution, building/construction regulation; experience working with municipal or government operations strongly preferred; Master’s degree in a related field and three (3) years of government operations experience is preferred;
• OR Associate’s degree and seven (7) years of increasingly responsible experience as listed above;
• OR high school diploma or GED and nine (9) years of increasingly responsible experience as listed above;
• OR a combination of experience, certification, education and training that demonstrates expertise in the related areas.
• Must have or be able to obtain within one (1) month of employment, Florida Notary Public Certification.
• Knowledge of municipal government functions, particularly building, permitting, inspections, zoning, planning, landscape, historic preservation, business license and code compliance processes.
• Advanced knowledge of City and department policies, practices and procedures for the accurate interpretation, preparation, implementation, production and maintenance of reports, documentation and records.
• Working knowledge of State statutes governing public records.
• Proficient in Microsoft Office products (Word, Outlook and Excel) and applicable department, organization-specific and other specialized software.
• Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions and approaches to problems while minimizing duplication of efforts, including (but not limited to) comparing, classifying, analyzing and coordinating.
• Skill in adapting to a changing work environment, managing multiple priorities, competing demands and ability to deal with frequent changes, delays or unexpected events to ensure that deadlines are met.
• Skills in mediation, consensus building and listening.
• Skills in de-escalation of emotional or confrontational situations.
• Appreciation, awareness and understanding of excellent customer service for internal and external customers in a courteous, prompt and efficient manner.
• Ability to remain neutral and objective while building trust with diverse stakeholders.
• Ability to handle sensitive and confidential information appropriately.
• Ability to clearly communicate, understand instructions and other information in English to deliver effective, externally focused, written and oral public communications for a variety of audiences.
• Ability to handle difficult and stressful situations with professional composure, diffuse potentially confrontational situations and resolve disputes.
• Ability to establish and maintain effective working relationships regardless of race, color, religious creed, national origin, ancestry, sex, sexual orientation, gender identity, age, genetic information, disability, political affiliation, military service or diverse cultural and linguistic backgrounds.
• Knowledge of basic accounting procedures.
• Skill in using mathematics to solve problems.

Nice To Haves

• experience working with municipal or government operations strongly preferred
• Master’s degree in a related field and three (3) years of government operations experience is preferred

Responsibilities

• Acts as a liaison between the public, the City Commission and the Community Sustainability Department, including its Divisions, to facilitate communication and problem-solving.
• Coordinates with Community Sustainability Department, investigate and respond to complaints / requests for information regarding building permits, site inspections, city code requirements, business license applications, code compliance cases and related services.
• Tracks and monitors status of requests to ensure timely resolution
• Conducts community outreach and provides guidance to improve public (including residents, businesses, contractors and developers) understanding of City’s building and permitting processes such as code compliance regulations, business license regulations, landscaping regulations, minimum property standards, minimum housing code standards, planning, zoning and preservation standards/regulations and appeal rights.
• Supports commissioners in preparing for legislative sessions, committee meetings and community events.
• Attends meetings, hearings and community forums on behalf of commissioners to gather input and represent commission perspectives.
• Prepares reports, summaries and presentations for the City Commission regarding case activity, fiscal records and budgets, emerging issues and recommendations.
• Monitors, analyzes and summarizes initiatives, policies, performance metrics, ordinances and regulations related to the Community Sustainability department for the Commission and department leaders.
• Makes recommendations for improvements based on findings and observed trends.
• Resolves systemic issues or recurring concerns.
• Assists in drafting proposed ordinances, resolutions, policy amendments, reports, memoranda, talking points and presentations for commissioners related to these areas and other City-related services.
• Coordinates and provides high level administrative support to the Mayor and Commissioners.
• Coordinates and participates in complex assignments and special projects as requested by the Mayor and Commissioners.
• Processes citizen and service requests, inquiries and concerns.
• Maintains records, case files and tracking systems for constituent concerns and legislative actions.
• Welcomes guests, citizens and new businesses to the City by greeting them in person or on the telephone.
• Coordinates facility tours as assigned.
• Reviews, organizes and distributes incoming / outgoing mail.
• Responds to, records and / or routes incoming phone calls, emails and walk-ins.
• Produces correspondence and presentations by transcribing, translating, formatting, inputting, editing, retrieving, copying and transmitting text, data and graphics.
• Performs computer tasks requiring broad working knowledge of a wide variety of standard computer applications including Microsoft, e.g., word processors, database systems, spreadsheet programs, report presentation packages, calendar scheduling and electronic file maintenance.
• Establishes filing systems, develops and maintains a daily schedule, maintains and updates meeting calendars.
• Maintains office supplies inventory by checking stock to anticipate needed supplies; evaluates new office products; places and expedites orders for supplies; verifies receipt of supplies.
• Schedules travel arrangements to include air, hotel, and ground transportation.
• Coordinates lunches for both internal and external meetings.
• Coordinates department requisitions, verifies accuracy and authorizes payments of invoices; responds to requests for additional information from Finance and vendors.
• Reviews expenditures to determine reimbursement amounts and appropriate accounts for posting; makes appropriate adjustments and ensures adherence to budget.
• Serves as liaison with other departments within the organization as well as outside agencies, including high level employees.

Benefits

• Vacation and Sick Leave Accruals
• 13 Paid Holidays
• 3 Floating Holidays
• City of Lake Worth Beach Medical Benefits that include Life Insurance, Dental, and Vision Coverage
• Retirement Plan

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level