Office Specialist II - Building & Code Administration

County of Volusia•Fl 32720, FL

4d•Onsite

About The Position

The County of Volusia is seeking an Office Specialist II - Working Title: Contractor Licensing & Construction Appeals Board Clerk for the Building and Code Administration Division. This position is located in DeLand, FL and will be responsible for coordinating the process of all referrals from multiple departments, cases to be heard by the Contractor Licensing and Construction Appeals Board. This position requires knowledge and experience with handling board meetings, creating agendas and preparing minutes, preparation of CLCA orders, records boards orders and liens with the Clerk of Court, and acts as the CLCA Liaison. Must be able to provide support to the Chief Building Official (CBO), Deputy Building Official and the Chief Plans Examiner as it relates to all unsafe and resolutions of condemnation cases.

Requirements

Graduation from high school or possession of a GED and four (4) years of progressively responsible secretarial/administrative assistant or equivalent experience.
Two (2) years of post-high school education can be substituted for two (2) years of the required experience.
A comparable amount of education, training, or experience may be substituted for the minimum experience.
Must possess and maintain a valid driver's license at time of hire.
Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter.
Knowledge and experience with handling board meetings, creating agendas and preparing minutes, preparation of CLCA orders.
Knowledge of modern office practices and procedures.
Knowledge of division or department programs.
Knowledge of the overall function and responsibilities and services rendered by the division/activity to which assigned.
Knowledge of the principles of management and their application to the administration of governmental affairs.
Knowledge of research techniques.
Knowledge of business English and basic math.
May require knowledge of basic accounting principles and procedures.
Ability to express ideas clearly and concisely, orally and in writing to groups and individuals.
Ability to respond to emergency situations.
Ability to communicate effectively both orally and in writing.
Ability to establish and maintain effective working relationships.
Ability to work under stressful conditions.
Ability to interact effectively with others.
Must have public speaking experience and requires excellent communication and customer service skills.
Must be able to relocate to other county locations based upon operational needs.
Mental Demands: Ability to read and comprehend instructions.
Mental Demands: Ability to communicate effectively.
Mental Demands: Ability to construct compound, complex sentences, and paragraphs.
Mental Demands: Ability to perform basic mathematical computations (addition, subtraction, multiplication, division.)
Mental Demands: Ability to analyze data and develop a conclusion.
Mental Demands: Ability to express ideas and relay information.
Physical Demands: Sedentary work.
Physical Demands: Ability to talk, hear, and see.
Physical Demands: Visual acuity (peripheral vision, depth perception) necessary to read, write, and use the computer.
Physical Demands: Ability to look at a computer screen for long periods.
Physical Demands: Finger dexterity.
Physical Demands: Ability to bend, stoop, and reach.
Physical Demands: Ability to lift, push, pull and/or carry a minimum of 10 pounds.
Environmental Demands : Inside work.

Nice To Haves

At least one (1) year of experience working in a Building Department or related process field with any municipal or government agency.
At least two (2) years of experience with Microsoft Word and Excel.

Responsibilities

Acts as the Contractor Licensing and Construction Appeals Board Liaison.
May perform all duties of Office Specialist I.
Coordinating the process of all referrals from multiple departments, cases to be heard by the Contractor Licensing and Construction Appeals Board (CLCA).
Prepares cases, agendas, Pre-CLCA meetings, meeting minutes and power point for CLCA board meetings.
Creates cases against licensed and unlicensed contractors.
Supports and assists the Contractor Licensing and Construction Appeals Board.
Tracks and updates CBO on all unsafe and resolutions of condemnation cases from application to compliance.
Provides advanced clerical, secretarial, and/or receptionist support to a large activity or division.
Schedules appointments.
Provides information to callers.
Screens telephone calls for supervisor.
Reads and routes incoming mail.
Locates and attaches appropriate file to correspondence to be answered.
Files correspondence.
Maintains files and other pertinent records.
Arranges travel schedules and reservations.
Processes paperwork for accounts payable.
Processes paperwork for purchasing materials.
Relieves the division director of minor administrative details.
Type technical material requiring specialized knowledge of the operations of an assigned division/activity.
Coordinates office operations with other activities and units of the county.
Compiles technical data for use in a division's operation.
May serve as a backup to the Administrative Assistant for the Building and Code Administration, ensuring the efficient operation of the office.
Assists in preparing and monitoring annual budget(s).
Performs tasks delegated by supervisor which may require discretion and judgement.
May complete special assignments and special projects with little supervision, such as procedural guides within the division.
Researches and develops material for supervisor's use.
Plans, initiates, and carries to completion clerical, secretarial and administrative activities.
May be assigned to other county locations based upon operational needs.
Attends work on a regular and consistent basis.
Must adhere to Federal, State, County and Local ordinances.
Responds to emergency situations.
Performs other duties as assigned.