Staff Assistant presso City of Altamonte Springs, FL
City of Altamonte Springs, FL · Altamonte Springs, Stati Uniti d'America · Onsite
- Professional
- Ufficio in Altamonte Springs
About the Department
| POSITION FUNCTION: Performs a variety of routine and specialized administrative and clerical duties requiring discretion and independent judgment in support of the Department and City goals. Provides direct assistance with business tax receipts, records management, boards and commissions, code enforcement, and other assigned functions. |
Position Duties
- Provide administrative support for the department, including answering and routing incoming calls, providing general information regarding Business Tax Receipts and City or County services, and preparing documents and correspondence.
- Assist with the annual Business Tax Receipt renewal process, including, but not limited to, assisting customers, verifying State licenses, Corporation and Fictitious Name registrations, and issuing certificates. Collecting revenue for past due invoices and submitting items to the collection agency as assigned.
- Order supplies and materials; prepare and submit department requisitions; process invoices for remittance.
- Prepare City Commission meeting packets and deliver packets to the City Commission members; prepare related PowerPoint and note sheets; remediate documents for compliance with the Americans with Disabilities Act (ADA) as assigned; assist with after-meeting activities and record-keeping duties when requested.
- Prepare note sheets for Pension Board meetings, attend meetings, produce draft minutes, and complete related after-meeting activities and record-keeping duties.
- Assist with the processing of Code Enforcement Board cases in accordance with Florida Law and City procedures, including, but not limited to, preparing and mailing documents, tracking certified mail, posting properties, entering case information into the enterprise software system, tracking case status and fines, recording documents, collecting revenue, and forwarding items to collections as needed.
- Process and respond to lien verification requests by reviewing submitted requests, invoicing requestors, researching City records, compiling information from various City departments, ensuring payment is received, generating reports, and closing requests in the Enterprise Software System. Assist with other public records requests by acknowledging requests, entering requests in the Enterprise Software System, coordinating with various departments, invoicing requestors as necessary, ensuring payment is received, providing records, and closing requests.
- Assist with telecommunication registrations, recycling permits, solid waste franchise agreements, and renewals. Track expiration of Certificates of Insurance and performance bonds, and obtain updated documentation as required.
- Support implementation of the City’s record management program in accordance with Florida Law and City policies, including scanning and quality-checking images and files being converted into electronic/digital format to ensure accuracy and completeness, preparing disposition documents, and meeting the vendor at the Records Storage Facility for secure shredding activities.
- Drive to and from work sites, Commissioners’ residences, and Code Enforcement sites as required. Perform Notary Public duties. Perform other duties as assigned. Be available for emergency call-outs.
- In the event of an emergency, all employees are considered essential and may be required to perform duties outside of their normal job description.
- Complete required trainings as specified in the City Comprehensive Emergency Management Plan.
Minimum Qualifications
MINIMUM QUALIFICATIONS:
- High School Diploma or G.E.D. equivalent.
- Two (2) years of administrative, secretarial or clerical experience.
- Strong customer service and communication skills, both written and verbal.
- Intermediate level of proficiency with Microsoft Word, Excel, and PowerPoint software.
- Valid driver license. Must obtain a State of Florida driver license within thirty (30) days of employment.
- Experience in creating and editing PDF documents in Adobe Acrobat.
PREFERABLE QUALIFICATIONS:
- Experience in a Florida government agency at a state, municipal, or county level.
- Experience with code enforcement and business tax activities.
- Knowledge of Florida Public Records Law.
- Knowledge of a digital document management system, preferably Laserfiche and/or Tyler Technology products.
- Knowledge of remediation techniques for remediating documents to make them compliant with ADA regulations.
- Florida Notary Public Commission. Must obtain within ninety (90) days of employment.
- Ability to converse in both Spanish and English.
- Willingness to adopt AI and emerging technologies.
Other Qualifications
Applicants will be required to complete a Disclosure & Authorization Regarding Background Investigation, a Confidentiality Agreement and a criminal background screening.
Driving history for the past three (3) years must reflect no violations of a driving related felony offense, or driving under the influence (DUI) which includes both drugs and alcohol, reckless driving, or hit and run involving an occupied vehicle or attended property, or an accumulation of traffic violations, plus three (3) points for each attendance at driving school (regardless of whether points were assessed against the license) where the penalty points do not exceed twelve (12).
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