Rules & Appeals Administrative Specialist

Requirements And Preferences

This announcement will remain active until a sufficient number of applications has been received and may close at anytime.

Responsibilities

• Serve as the primary receptionist by greeting visitors and assisting walk-in customers.
• Answer, screen, and route incoming calls through a multi-line telephone system.
• Respond to inquiries from the public, municipal staff, contractors, Building Officials, Fire Officials, Chief Code Compliance Officers, and Board members.
• Schedule appointments, meetings, examinations, and other office activities.
• Prepare correspondence, reports, forms, spreadsheets, and other administrative documents.
• Provide administrative support to management and staff as needed.
• Maintain and update certification databases and records for building, fire, and code compliance personnel.
• Cook up and update certification examination records, including applicant processing, scheduling, and recordkeeping.
• Maintain accurate certification, training, and examination records.
• Organize and maintain electronic and physical filing systems.
• Afford assistance with processing and tracking public records requests in accordance with Florida Statutes and Broward County policies.
• Maintain records retention and disposition schedules in compliance with applicable laws and regulations.
• Ensure official records are accurately maintained and readily accessible.
• Receive, sort, and distribute incoming mail and deliveries.
• Maintain office supply inventories and coordinate replenishment as needed.
• Afford assistance with surplus property and disposal procedures for obsolete equipment and assets.
• Afford assistance with maintaining current contact lists for Board members, municipal personnel, and other stakeholders.
• Assist with special projects and office initiatives.
• Provide cross-functional support and perform related duties as assigned.

Qualifications

• Associate's degree from an accredited college or university in Business Administration, Public Administration, Office Administration, or a related field.
• One (1) year of relevant experience may be substituted for each year of required education.
• Three (3) years of administrative, clerical, records management, customer service, or related experience.
• Experience working in a governmental, regulatory, municipal, or public-sector environment.
• Experience with records management, public records requests, or regulatory databases.
• Experience coordinating meetings, examinations, or certification programs.

Skills

• Knowledge of modern office practices and procedures.
• Knowledge of records management and filing systems.
• Ability to communicate effectively, both orally and in writing.
• Ability to maintain confidential information.
• Ability to organize and prioritize multiple tasks.
• Ability to establish and maintain effective working relationships with employees, municipal personnel, elected and appointed officials, and the public.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.