Administrative Coordinator en City of North Miami Beach, FL

About the Department

This position is responsible for providing administrative and supervisory support relative to the needs of the Code Compliance, Building and Business Tax Receipt Divisions. The position performs highly responsible administrative work on behalf of the department, to support and coordinate the smooth functioning of the area. This involves specialized work assisting with research and dissemination of information to the general public, City departments and other governmental agencies regarding the City Code and Charter. This position is involved in heavy public contact work, gathering and communicating information in an effective, tactful and accurate manner. Assignments are received from the Director of Community Development and are carried out in accordance with standard procedures. This confidential position is unclassified, non-bargaining unit, reporting to the Director of the Community Development Department.

ADA REQUIREMENTS: Individual’s sensory modalities (vision and hearing) and physical capabilities (ambulation, strength, coordination, dexterity, range of motion) must be sufficient to perform the Essential Functions of the position.

Position Duties

(The duties listed below are the normal duties and responsibilities of this position. The omission of specific statements related to the duties and responsibilities of this position does not exclude them if the work is similar, related or reasonable within the scope of the position.)
• Performs a variety of highly responsible administrative support duties relative to the needs of the Code Compliance and Business Tax Receipt Divisions, including answering phones and serving customers (internal and external); typing, proofreading, and copying and referring various correspondence and documents; assisting in the preparation of monthly hearing agendas etc.; filing, copying, handling incoming/outgoing mail, determining proper distribution and disposition of notices, memoranda; managing calendars, and coordinating record-keeping.
• Attends all Planning & Zoning board meetings as a secretary to take minutes.
• Coordinates the scheduling of Planning & Zoning board meetings and advertisements.
• Interacts, communicates, and provides assistance to the general public and employees that visit the department. Acts as liaison between the Code Compliance Division and the general public, City departments and governmental agencies requesting information about the City Code.
• Assigns Code Compliance Officers to the various complaints received from the constituents of the City of North Miami Beach and also assigns staff to the various Business Tax Receipts inspections throughout the City.
• Assigns, reviews, and ensures quality work is performed by divisional staff and officers; ensures standards are maintained through effective coordination of activities within the Divisions of Code Compliance and Business Tax Receipt.
• Compiles and prepares data for monthly Planning & Zoning Board, Code Enforcement Board hearings and Special Magistrate hearings.
• Maintains recordkeeping system for the department, including routine filing, in compliance with federal and state regulations concerning employment. Maintains company organization charts and employee directory as requested.
• Assists in evaluation of reports, decisions, and results of department in relation to established goals. Recommends new approaches, policies, and procedures to effect continual improvements in efficiency of department and services performed. Prepares and processes various reports and records including departmental progress reports.
• Assists with preparing and administrating the annual budget for the Code Compliance Division.
• Participates and initiates administrative staff meetings and attends other meetings and seminars.
• Enters payrolls and tracks time off requests
• Pays invoices and manages the Planning & Zoning division budget
• Performs other related duties as required and assigned.

Minimum Qualifications

Minimum of Associate’s Degree and two (2) to four (4) years responsible experience in a governmental entity performing duties which involve aspects of property management, code enforcement or any equivalent combination of training and experience, which provides the required skills, knowledge and abilities. Bachelor’s degree preferred.
Must possess a valid State of Florida driver’s license with a satisfactory driving record throughout employment.

Other Qualifications

• Considerable knowledge of principles and practices of office management, particularly within a Code Compliance Division.• Outstanding customer service skills and professional presentation, including the ability to explain regulations to the public in a courteous and tactful manner, and the ability to maintain composure in stressful situations.
• Superior oral and written communication skills, including platform presentation skills.
• Critical thinking skills including the ability to organize data, develop, and present written reports.
• Excellent interpersonal skills, including the ability to relate to all levels of staff and management.
• Professional time management and organization skills, including the ability to manage multiple projects on a timely basis and maintain effective records.
• Strong computer skills including mastery of Microsoft Office Suite (PowerPoint, word, and excel, Outlook).
• Ability to interpret and apply policies and procedures. Ability to keep accurate records. Basic knowledge of records management, understand chain of command and human resource management skills.
• Ability to establish and maintain effective working relationships with other employees, City officials and the general public, with tact, courtesy and patience.
• Ability to work independently in the absence of specific instruction; and to understand and follow written and verbal instructions.
• Some knowledge of the laws, regulations and practices governing the area of assignment.
• Ability to problem-solve independently and make suggestions for improvement.
• Ability to accomplish assignments delegated through written and/or oral directions; ability to plan and supervise the work of others.
• Must be physically able to operate various items of office related equipment, such as, but not limited to, word processor, computer, calculator, telephone, typewriter, copier, and facsimile machine etc. Must be able to exert up to ten pounds of force occasionally, and/or a negligible amount of force constantly to move objects.
• Work is sedentary and involves standing, walking, bending, lifting stooping for short periods of time. Must be able to lift and/or carry weights of up to ten pounds.
• Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through personal contact, the use of the telephone and/or other City-issued technology devices. Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach and twist under desks and around furniture; to lift, carry, push, and/or pull moderate to heavy amounts of weight up to 20 lbs.; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.