Administrative Assistant I - Code Compliance

City of Melbourne; Melbourne (FL); On-site; USD 32,000 - 42,000; Full time

Job summary

City of Melbourne is seeking a detail-oriented clerical specialist to perform a wide range of routine office tasks, including data entry, filing, and processing permit documents. The role requires independent judgment and strong knowledge of office procedures.

You will interact with the public by phone and email, verify forms for completeness, and support the Building Department in issuing certificates of occupancy.

Qualifications

• High School Diploma or GED (proof of education must be uploaded with application).
• Two (2) years of general office experience.
• Must possess and maintain a valid Florida driver's license. Applicants who possess a valid out of state license must obtain a Florida license within ten (10) days of employment.

Responsibilities

• Monitors all incoming permit documents for completeness, accuracy, response dates and follows up accordingly.
• General filing - numerical and alphabetical including maintenance of records retention files.
• Provides specific attention to owner/builder applicants by scanning and uploading documents for proper permit submittals.
• Creates multiple invoice types for various department fees.
• Verifies current licensure of contractors applying for permits.
• Explains state and local code requirements as well as departmental programs as they relate to permit processing.

Skills

Typing

Filing

Customer service

Office software

Attention to detail

Communication

Education

High School Diploma or GED

Florida driver's license

Tools

MUNIS Energov software

Job description

The incumbent performs a wide array of clerical tasks, which require the application of some independent judgment and office knowledge. Work involves standard clerical duties including typing, filing, sorting, office machine operation, and maintenance of records, and checking the accuracy and completeness of various forms, applications, reports, and documents through our permitting software. Assignments usually consist of statements of desired objectives. Work is reviewed by observation and for results obtained. Special technical skills are generally acquired by on-the-job training.

• Monitors all incoming permit documents for completeness, accuracy, response dates and follows up accordingly.
• General filing - numerical and alphabetical including maintenance of records retention files.
• Provides specific attention to owner/builder applicants by scanning and uploading documents for proper permit submittals.
• Creates multiple invoice types for various department fees.
• Verifies current licensure of contractors applying for permits.
• Communicates with other City Departments and Officials to obtain permit approvals.
• Explains state and local code requirements as well as departmental programs as they relate to permit processing.
• Receives and dispenses information by telephone, email, and direct contact with the public.
• Verifies that all required inspections have been completed, fees have been paid, and completion of interdepartmental tasks, prior to the issuance of the Certificate of Occupancy.
• Provides solutions by utilizing problem solving skills and other methods to assist with the public and staff.
• Notarizes department related documents.
• Performs other duties as assigned

• High School Diploma or GED (proof of education must be uploaded with application.
• Two (2) years of general office experience.
• Licenses, Certifications or Registrations:

• Must possess and maintain a valid Florida driver's license. Applicants who possess a valid out of state license must obtain a Florida license within ten (10) days of employment.

• Ability to understand and reflect the Building Department’s goals and values.
• Ability to learn and practice the procedures, duties, and responsibilities of the area of operation to which assigned.
• Knowledge of current office practices, methods, and procedures.
• Knowledge of business English, spelling, and arithmetic.
• Ability to learn MUNIS Financial and Energov software system.
• Ability to provide regular, reliable, full-time attendance as scheduled.
• Ability to maintain records and to prepare reports from such records
• Ability to display a high-performance work culture that encourages and embraces new ideas, develops individuals and welcomes and encourages diverse perspectives.
• Ability to articulate strategic and innovative thinking that provides clarity to deliver superior services
• Ability to approach the job with enthusiasm and curiosity to promote a solutions-oriented work culture.
• Ability to perform clerical work of routine difficulty.
• Ability to establish and maintain effective working relationships with fellow City employees and the general public.
• Ability to operate a variety of modern office equipment.
• Ability to learn complex tasks and remember how to complete tasks without assistance once trained.
• Ability to operate a personal computer for data-entry and word processing.
• Ability to type with speed and accuracy.
• Ability to understand and communicate the policies, procedures, and services of the department, division, or program.
• Ability to deal with and work effectively with the stress that relates to angry or irate customers on occasions.
• Ability to maintain punctuality with reliable transportation to and from work.
• Ability to work independently without immediate supervision.
• Ability to effectively multitask in a fast-paced environment.

PHYSICAL REQUIREMENTS

• Ability to hear, speak and understand conversation in English in a normal tone of voice. Use of senses, which include sight, smell, hearing and touch.
• Ability to see and read letters, numbers, words, characters or symbols, both large and small as well as identify colors.
• Ability to stay in a bending, kneeling, or squatting position for periods less than 10 minutes.
• Ability to move back and forth and sideways while in a bending, kneeling, or squatting position.
• Ability to lift and/or carry items which are considered awkward to grasp or hold on to.
• Ability to carry items for a distance, which ranges from 10 feet to no more than 300 yards.
• Ability to go from a standing or sitting position to a bending, kneeling, or squatting position, or vice-versa, periodically.
• Ability to lift items (weighing less than 40 lbs.) above the head or down from over the head.
• Ability to walk, stand, and sit for periods longer than 30 minutes. Walk continuously for more than 5 minutes at a time.
• Ability to hold items (weighing between 1-10 lbs.) for a period less than 10 minutes.
• Ability to print and draw letters, numbers, words, characters and symbols-must be legible and understood by others.
• Ability to lift, carry, push or pull items which weigh up to 20 lbs. over uneven terrain, up/down stairs or ladders.
• Ability to stand in a stationary position for more than 30 minutes at a time. May need to remain seated for more than 30 minutes at a time.

PHYSICAL DEMANDS:

The work is sedentary work and requires exerting up to 10 pounds of force occasionally and negligible amount of force constantly to move objects. Additionally, the following physical abilities are required: manual dexterity, hearing, kneeling, mental acuity, reaching, speaking, standing, stooping, talking, and walking.

WORK ENVIRONMENT:

Work is typically performed in a relatively safe, secure, and stable work environment. May be assigned to work in order to support the City’s emergency management efforts in preparing for, responding to and recovering from local incidents that may damage our community.