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Code Enforcement Administrative Assistant

City of Pembroke Pines Police Department - Pembroke Pines, FL 33024

Overview

Salary Range $18.50 Hourly

Description

SCHEDULE: Monday - Thursday 7 AM to 6 PM (Closed Fridays)

Facility Contract Services (FCS) is a Florida-based contract services company that employs and manages personnel for municipal clients. Our staffing services include administrative support, clerical, accounting, payroll, billing, accounts payable/receivable, purchasing, human resources, supervisory roles, utility services, water and wastewater plant operations, property and general services management, building and landscape maintenance, parks and recreation, and senior and community services. FCS specializes in municipal privatization through a task-based approach aimed at improving productivity and efficiency.

Under general supervision, the Code Enforcement Administrative Assistant provides specialized clerical and administrative support to the Code Enforcement Unit. Duties include a variety of clerical tasks, including non-routine administrative matters and heavy public contact work. Work is reviewed through conferences, observation of work in progress, and written reports for results obtained and adherence to established policies and procedures.

Responsibilities and Duties:

• Maintains filing systems for correspondence, forms, cards, receipts, reports, and records
• Receives and directs telephone inquiries and greets members of the public; serves in a professional capacity as receptionist
• Operates office equipment, including photocopiers, shredders, computer printers, calculators, and facsimile machines
• Opens, sorts, and distributes correspondence
• Acts as a liaison between supervisors, staff, and the general public
• Responds to inquiries or directs them to the appropriate personnel or department; may assist and provide direction to subordinate clerical staff
• Types and proofreads correspondence, reports, forms, memoranda, and letters from notes or rough drafts
• Processes payments; collects funds; updates accounts payable records
• Assists with the preparation, processing, and tracking of notices of violation, courtesy notices, citations, liens, and other official correspondence
• Communicates with property owners, tenants, businesses, attorneys, contractors, City employees, and members of the public regarding code enforcement matters
• Assists with public records requests by locating, organizing, and providing responsive records in accordance with applicable policies and procedures
• Maintains confidentiality and handles sensitive information in accordance with departmental policies and applicable laws
• Performs other related duties as assigned

Qualifications

Required Experience and Qualifications:

• High School Diploma or GED; supplemented by two (2) years of responsible clerical experience including use of computers and standard software applications such as Microsoft Office, Windows 2000, and other software or an equivalent combination of training and experience.

• Knowledge of business English and arithmetic.
• Knowledge of departmental and municipal rules, regulations, policies, and procedures.
• Knowledge of modem office terminology, methods, practices, procedures, and filing systems.
• Ability to understand and follow complex oral and written instructions.
• Ability to establish and maintain effective working relationships with fellow employees, superiors, and the general public.
• Ability to work shifts if required by the Department.
• Ability to perform basic mathematical computations.
• Ability to operate and to become certified in the use of automated systems as listed in essential functions if required.
• Ability to interpret and apply established policies and procedures.
• Ability to communicate information tactfully and impartially.
• Ability to maintain complex records and prepare reports.
• Ability to develop, install and communicate clerical procedures from general instructions.
• Ability to transcribe material from sound recordings.
• Ability to establish and maintain filing systems.
• Skill in the operation of automated office equipment as listed in essential functions.
• Skill in creating and maintaining filing systems.

Physical Demands and Work Environment:

• This position is primarily sedentary and requires prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands to operate and control office equipment such as computers, phones, and other standard office tools.
• Occasional walking, standing, bending, or reaching may be required.
• May occasionally be required to lift and/or move up to 20 pounds.
• The work is performed in a professional office environment with moderate noise levels and controlled temperatures.

Benefits:

One of the many advantages of working with the Vesta Property Services family of companies are the great benefits that we offer to you and your eligible dependents. We offer benefits that foster the health and well-being of you and your family such as medical, dental and vision coverage along with programs to enhance your financial security such as disability, life insurance and a 401 (k) retirement plan just to name a few. Benefits are offered to full-time employees (30+ hours per week).

AAP/EEO Statement:

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, sexual orientation, protected veteran status or any other characteristic protected by law. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Drug Free Workplace:

In compliance with the Drug-Free Workplace Act of 1988, Facility Contract Services has a longstanding commitment to provide a safe, quality-oriented, and productive work environment consistent with the standards of the community in which the company operates. Alcohol and drug abuse poses a threat to the health and safety of Facility Contract Services employees and to the security of the company's equipment and facilities. For these reasons, Facility Contract Services is committed to the elimination of drug and alcohol use and abuse in the workplace.