County of Volusia
Office Specialist II - Working Title: Code Board Clerk - Building & Code Adminis
County of Volusia, Florida, New York, United States
The County of Volusia is seeking an experienced Office Specialist II - Working Title: Code Board Clerk for the Building & Code Administration Division. This position will be located in DeLand, Florida, and will be responsible for supporting and assisting the Code Enforcement Board and Compliance Officers. The Office Specialist II will be responsible for coordinating the process of all referrals from multiple departments, cases to be heard by the Code Enforcement Board (CEB) or Special Magistrate. This position requires knowledge and experience with handling board meetings, creating agendas and preparing minutes, preparation of CEB orders, records boards orders and liens with the Clerk of Court, and acts as the CEB Liaison. Must be able to provide support to the Code Compliance Manager, Coordinator and Officers as it relates to recording complaints, accepting and processing payments for signs, lot maintenance and fines.
NOTE:
These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.
Responsibilities
Acts as the Code Enforcement Board Liaison.
May perform all duties of Office Specialist I.
Coordinating the process of all referrals from multiple departments, cases to be heard by the Code Enforcement Board (CEB) or Special Magistrate.
Supporting and assisting the Code Enforcement Board and Compliance Officers
Provides advanced clerical, secretarial, and/or receptionist support to a large activity or division.
Schedules appointments.
Provides information to callers. Screens telephone calls for supervisor. Reads and routes incoming mail.
Locates and attaches appropriate file to correspondence to be answered. Files correspondence.
Maintains files and other pertinent records.
Arranges travel schedules and reservations.
Processes paperwork for accounts payable.
Processes paperwork for purchasing materials.
Relieves the division director of minor administrative details.
Types technical material requiring specialized knowledge of the operations of an assigned division/activity.
Coordinates office operations with other activities and units of the county.
Compiles technical data for use in a division's operation.
May serve as an office manager which includes supervising subordinates, temporary staff, student interns, and ensuring the efficient operation of the office.
Assists in preparing and monitoring annual budget(s).
Performs tasks delegated by supervisor which may require discretion and judgement.
May complete special assignments and special projects with little supervision, such as procedural guides within the division.
Researches and develops material for supervisor's use.
Plans, initiates, and carries to completion clerical, secretarial and administrative activities.
May be assigned to other county locations based upon operational needs.
Attends work on a regular and consistent basis.
Must adhere to Federal, State, County and Local ordinances.
Responds to emergency situations.
Performs other duties as assigned.
Qualifications Graduation from high school or possession of a GED and four (4) years of progressively responsible secretarial/administrative assistant or equivalent experience.
Two (2) years of post‑high school education can be substituted for two (2) years of the required experience. May be required to demonstrate keyboarding skills.
The preferred candidate
having met the minimum requirements, will have at least one (1) year of experience working in Code Compliance or related process field with any municipal or government agency, as well as at least two (2) years of experience with Microsoft Word and Excel.
Must possess and maintain a valid driver's license at the time of hire.
Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter.
Knowledge and experience with handling board meetings, creating agendas and preparing minutes, preparation of CEB orders, records boards orders and liens with the Clerk of Court
Knowledge of modern office practices and procedures.
Knowledge of division or department programs.
Knowledge of the overall function and responsibilities and services rendered by the division/activity to which assigned.
Knowledge of the principles of management and their application to the administration of governmental affairs.
Knowledge of research techniques.
Knowledge of business English and basic math.
Ability to express ideas clearly and concisely, orally and in writing to groups and individuals.
Ability to respond to emergency situations.
Ability to communicate effectively both orally and in writing.
Ability to establish and maintain effective working relationships.
Ability to work under stressful conditions.
Ability to interact effectively with others.
Must have public speaking experience and requires excellent communication and customer service skills.
Must be able to relocate to other county locations based upon operational needs.
Physical and Environmental Demands Physical Demands:
Sedentary work. Ability to talk, hear, and see. Visual acuity (peripheral vision, depth perception) necessary to read, write, and use the computer. Ability to look at a computer screen for long periods. Finger dexterity. Ability to bend, stoop, and reach. Ability to lift, push, pull and/or carry a minimum of 10 pounds.
Environmental Demands:
Inside work.
Mental Demands:
Ability to read and comprehend instructions. Ability to communicate effectively. Ability to construct compound, complex sentences, and paragraphs. Ability to perform basic mathematical computations (addition, subtraction, multiplication, division). Ability to analyze data and develop a conclusion. Ability to express ideas and relay information.
Equal Opportunity Employer Volusia County is a drug free workplace and an Equal Opportunity Employer committed to a diverse workforce. Veterans' preference is provided to qualified applicants pursuant to State law.
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NOTE:
These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.
Responsibilities
Acts as the Code Enforcement Board Liaison.
May perform all duties of Office Specialist I.
Coordinating the process of all referrals from multiple departments, cases to be heard by the Code Enforcement Board (CEB) or Special Magistrate.
Supporting and assisting the Code Enforcement Board and Compliance Officers
Provides advanced clerical, secretarial, and/or receptionist support to a large activity or division.
Schedules appointments.
Provides information to callers. Screens telephone calls for supervisor. Reads and routes incoming mail.
Locates and attaches appropriate file to correspondence to be answered. Files correspondence.
Maintains files and other pertinent records.
Arranges travel schedules and reservations.
Processes paperwork for accounts payable.
Processes paperwork for purchasing materials.
Relieves the division director of minor administrative details.
Types technical material requiring specialized knowledge of the operations of an assigned division/activity.
Coordinates office operations with other activities and units of the county.
Compiles technical data for use in a division's operation.
May serve as an office manager which includes supervising subordinates, temporary staff, student interns, and ensuring the efficient operation of the office.
Assists in preparing and monitoring annual budget(s).
Performs tasks delegated by supervisor which may require discretion and judgement.
May complete special assignments and special projects with little supervision, such as procedural guides within the division.
Researches and develops material for supervisor's use.
Plans, initiates, and carries to completion clerical, secretarial and administrative activities.
May be assigned to other county locations based upon operational needs.
Attends work on a regular and consistent basis.
Must adhere to Federal, State, County and Local ordinances.
Responds to emergency situations.
Performs other duties as assigned.
Qualifications Graduation from high school or possession of a GED and four (4) years of progressively responsible secretarial/administrative assistant or equivalent experience.
Two (2) years of post‑high school education can be substituted for two (2) years of the required experience. May be required to demonstrate keyboarding skills.
The preferred candidate
having met the minimum requirements, will have at least one (1) year of experience working in Code Compliance or related process field with any municipal or government agency, as well as at least two (2) years of experience with Microsoft Word and Excel.
Must possess and maintain a valid driver's license at the time of hire.
Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter.
Knowledge and experience with handling board meetings, creating agendas and preparing minutes, preparation of CEB orders, records boards orders and liens with the Clerk of Court
Knowledge of modern office practices and procedures.
Knowledge of division or department programs.
Knowledge of the overall function and responsibilities and services rendered by the division/activity to which assigned.
Knowledge of the principles of management and their application to the administration of governmental affairs.
Knowledge of research techniques.
Knowledge of business English and basic math.
Ability to express ideas clearly and concisely, orally and in writing to groups and individuals.
Ability to respond to emergency situations.
Ability to communicate effectively both orally and in writing.
Ability to establish and maintain effective working relationships.
Ability to work under stressful conditions.
Ability to interact effectively with others.
Must have public speaking experience and requires excellent communication and customer service skills.
Must be able to relocate to other county locations based upon operational needs.
Physical and Environmental Demands Physical Demands:
Sedentary work. Ability to talk, hear, and see. Visual acuity (peripheral vision, depth perception) necessary to read, write, and use the computer. Ability to look at a computer screen for long periods. Finger dexterity. Ability to bend, stoop, and reach. Ability to lift, push, pull and/or carry a minimum of 10 pounds.
Environmental Demands:
Inside work.
Mental Demands:
Ability to read and comprehend instructions. Ability to communicate effectively. Ability to construct compound, complex sentences, and paragraphs. Ability to perform basic mathematical computations (addition, subtraction, multiplication, division). Ability to analyze data and develop a conclusion. Ability to express ideas and relay information.
Equal Opportunity Employer Volusia County is a drug free workplace and an Equal Opportunity Employer committed to a diverse workforce. Veterans' preference is provided to qualified applicants pursuant to State law.
#J-18808-Ljbffr