The Town of Pembroke Park 

Job Description

Department:                          Building

Supervises:                            None   

Position Reports To:             Building and Facilities Manager

Sworn:                                   No

Job Specifications

NATURE OF WORK

This is a specialized administrative support position that provides record-keeping for the Code Compliance Special Magistrate. This position coordinates actions relating to violations, fines, liens, releases of liens, and other compliance situations; interprets technical/administrative regulations for code compliance; and responds to inquiries of property owners, businesses, and attorneys.

ESSENTIAL DUTIES

Tasks required of those in the position of Code Compliance Clerk include, but are not limited to:

• Prepares agendas for the Code Compliance Special Magistrate hearings; swears in witnesses, personnel, and property owners; and tapes and transcribes minutes from monthly hearings.
• Compiles legal documents needed for hearings; prepares and mails notices of hearings and Special Magistrate actions to property owners; and prepares and issues notices to respondents by certified mail.
• Assists the Special Magistrate with inquiries and research on cases.
• Confers with the Building & Facilities Manager on unusual and complex circumstances relating to violations; advises respondents of proper procedure to follow in satisfying liens; and calculates the actual amount due.
• Prepares Release of Lien and Satisfaction of Lien documents for the execution after payments have been received and forwards them to Broward County for recording; maintains a log of outstanding liens and payments.
• Research and prepare code compliance-related lien inquiries.
• Files documents and ensures files are kept in order and in a detailed fashion.
• Prepares reports and spreadsheets with pertinent information and tracking logs.
• Assists staff in implementing new or modified systems, methods, or procedures; preparation of Notice of Violation and related documents and folders.
• Assists with processing applications and payments; assists with registering and deregistering properties.
• Assists department personnel in answering complaints and inquiries relating to the Town code, local business tax receipts, and other division functions.
• Assists supervisory personnel with routine duties.
• Responds to public inquiries in a courteous manner; provides information within the area of assignment; resolves complaints in an efficient and timely manner. 

• Educates customers in the code compliance process and explains actions required. 
• Interacts and consults with a variety of individuals and groups in the performance of job responsibilities, including Town personnel in various Departments, outside agencies, property owners, business owners, etc. 

• Performs other related duties as assigned.

KNOWLEDGE, ABILITIES, AND SKILLS

• Knowledge of the functions and operations of the Code Compliance Division and Building Divisions.
• Knowledge of Florida Statute - Chapter 162.
• Knowledge of legal procedure related to the enforcement of regulations and codes.
• Knowledge of the Town codes, regulations, rules, and procedures, and administrative practices relating to compliance procedures.
• Knowledge of modern office principles and procedures.
• Skilled in using Microsoft Office Suite, including Word, Outlook, and Excel.
• Skilled in verbal and written communications, including experience in preparing reports and keeping accurate records.
• Ability to learn systems used by the Town for code compliance. 
• Ability to communicate effectively with the general public regarding inquiries and violations, as well as to provide explanations tactfully and impartially.
• Ability to use recording and transcription equipment.
• Ability to perform advanced mathematical calculations, such as calculating interest and recording fees on liens.
• Ability to type forty (40) correct words per minute (wpm).
• Ability to establish and maintain effective working relationships with supervisors, other employees, and Town officials.
• Ability to communicate effectively and persuasively, both verbally and in writing, to individuals as well as groups.
• Ability to deal with competing priorities and varied responsibilities.
• Ability to work efficiently and effectively to develop win-win solutions.
• Ability to systematically organize and track information in detail.
• Ability to demonstrate understanding, consideration, and respect for the public. 

MINIMUM REQUIREMENTS 

• High School Diploma or valid equivalent.
• Three (3) years of administrative experience in code compliance, building, paralegal, law or a related field.
• Must possess a State of Florida Notary Public license (or obtain within thirty (30) days of hire).
• Any equivalent combination of education and experience may be considered.
• A Valid Florida Driver’s License 

PREFERRED QUALIFICATIONS 

• Associate’s degree
• Certificate of Attendance from the University of Central Florida – Institute of Government “Workshop for Coordinators and Secretaries to Code Compliance Boards.” 
• Bilingual (English, Spanish and/or Creole). 

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT

The physical demands described here are representative of those that must be met by a teammate to successfully perform the essential duties and functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to stand, sit, see, speak, hear, and use hands and fingers to operate a computer, telephone, or other electronic device. 
• Occasional light to moderate lifting of office products and supplies may be required. 

The work environment characteristics described here are representative of those a teammate encounters while performing the essential duties and functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Moderate noise (business office with computers, telephones, printers, fax machines, photocopiers, filing cabinets, and light traffic).
• Ability to work within a confined area.
• Ability to work at a computer station for an extended period.
• May be requested to work nights and weekends for special town events, Commission meetings/workshops, emergencies, and other Town-related activities.

The Town of Pembroke Park is an Equal Opportunity Employer that does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit, and business need.