Code Compliance Magistrate Specialist en City of Hollywood, Florida

About the Department

JOB SUMMARY:

Performs advanced secretarial and administrative work for the Code Compliance Department as designated by the Department Director. Work in this classification is primarily focused on planning, scheduling, coordination, recording and follow-up action with the entire Special Magistrate process.

Position Duties

EDUCATION/EXPERIENCE:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Required:

• High School Diploma or GED equivalent  
• Three years of verifiable experience in coordinating meetings and complex processes of technical or legal nature.
• Must be able to obtain Florida Notary Public License within six (6) months of employment.
• Must possess a valid Driver's License with an acceptable driving record.

Preferred:

Associate’s Degree from an accredited college in Business Administration, Public Administration, or closely related field.
 
Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.
 
CERTIFICATES, LICENSES, REGISTRATIONS: 

Background Check: Must have an acceptable background record

Following an initial review of your application, if you are selected to move forward and receive a job offer which you accept, you will then be invited to Vetted—our screening platform—where you will be prompted to upload the required documentation.

Minimum Qualifications

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:        
    

• Performs a highly skilled secretarial position serving the Special Magistrate for the City and acting as Liaison Officer between the various City departments, and the Special Magistrate.
• Ensures the cases sent to the Magistrate Hearings are complete and have met the regulations contained in the Florida State Statutes and the City's Code of Ordinances regarding notification.
• Processes the cases through the Special Magistrate in a professional and timely manner.
• Maintains accurate records of all the Special Magistrate proceedings.
• Ensures that liens are properly recorded with the Broward County Records Division.
• Collects all fines paid to the Special Magistrate's Office (Code Compliance via Treasury Department).
• Prepare the appropriate Satisfactions or Releases of Lien. Prepares the docket for the Special Magistrate hearings.
• Attends Special Magistrate hearings and is responsible for ensuring all the hearing records are properly recorded and that all cases are called, and appropriate orders issued.
• Prepares orders and ensures orders are properly executed and distributed as required and recorded in County Court, if necessary (mailings).
• Processes all applications for relief of liens. Performs research as needed to verify existence of active violations, outstanding liens, and other related information as requested by City departments, general public and financial institutions.
• Periodically reviews cases with outstanding code violation liens and informs the property owner of status.
• Swears in witnesses, property owners, and personnel at monthly hearings.
• Complies with Florida Public Record laws.
• Performs work as directed by the Department Manager.
• Communicate with Property Owners and Code Compliance Officers.
• Requisitions supplies and equipment; assists in the preparation of budgets and payroll, checks operating reports for accuracy and conformance to policies and standards; updates publications.
• Types correspondence, invoices, statements, reports, and other materials from copy or shorthand notes; composes and types letters, memoranda, minutes, notices, and other correspondence.
• Oversees the processing of various departmental records transactions including employee personnel action forms, purchase orders and requisitions.
• Operates a computer, photocopier, printer, calculator, facsimile machine, recording equipment or typewriter.
• Maintains manual or automated filing systems; oversees specialized document or library collections; maintains appointment calendar.
• Responds to telephone or in-person inquiries; greets the general public; provides information on departmental services and functions; directs callers.
• Researches, collects, and compiles data for agendas.
• Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

Other Qualifications

KNOWLEDGE, SKILLS, ABILITIES:

• Knowledge of office terminology, procedures and equipment.
• Knowledge of modern information systems and software.
• Knowledge of business English and arithmetic.
• Knowledge of departmental and municipal rules, regulations, policies procedures.
• Ability to understand and follow complex oral and written instructions.
• Ability to establish and maintain effective working relationships with fellow employees, superiors, subordinates, and the general public.
• Ability to make decisions and interpretations in accordance with established rules, policies, and procedures.
• Ability to communicate information tactfully and impartially.
• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.
• Skill in the use of modern office equipment.

PHYSICAL DEMANDS:

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert in excess of 25 pounds of force occasionally and/or in excess of 10 pounds of force frequently, and/or in excess of 5 pounds of force constantly to move objects. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
WORK ENVIRONMENT:    
   
Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs. Some fieldwork may be required in the community.

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