Office Supervisor

Town of Davie, FL; Florida; On-site; USD 52,000 - 68,000; Full time

Job summary

Town of Davie, FL is seeking an experienced supervisor to oversee permit clerks and examiners in the Building Division. Under general direction, you will supervise staff, support the Building Official, and liaise with customers throughout the permit process.

Responsibilities include data entry, processing payments, preparing reports, coordinating with other departments, and ensuring compliance with local, state, and federal guidelines.

Qualifications

• High School diploma or GED required.
• At least three years of administrative experience.
• Direct supervisory or lead experience supervising 5+ employees for at least 3 years.
• Intermediate to advanced Microsoft Office (Word, Excel, Outlook).

Responsibilities

• Supervise permit clerks and examiners to ensure accurate, timely processing.
• Enter data, prepare reports, and maintain files in the Building Division.
• Respond to customer inquiries in person, by phone, and email.
• Coordinate with Engineering, Planning & Zoning, and Fire Departments to finalize permit applications.
• Ensure payments and refunds are processed per Budget and Finance requirements.
• Develop policies and training materials to improve operations.

Skills

Supervisory experience

Customer service

Microsoft Office

Education

High School diploma or GED

Tools

e-plan software

e-permitting software

Records management system

Job description

Under general direction, provides supervision and support to permit service personnel, support to the Building Official, acts as the liaison for customers in the building permit process as well as assisting with processing and monitoring of building permits and associated items of the Building Division. Oversees daily permit operations and public contact tasks in the Building Division, providing supervisory, administrative and support functions. Reports to the Building Official or Designee.

• Graduation from an accredited High School or GED equivalency.
• Three (3) years of responsible experience in administrative work.
• At least three (3) years experience working in the capacity of direct supervisor or lead worker for at least five (5) or more employees.
• Intermediate to expert level operation of Microsoft Office i.e., Word, Excel, and Outlook

Preferred Requirements:

• Prior municipal experience.
• Prior experience utilizing an online application processing system, e-plan and e-permitting review software.
• Prior experience with a records management system.
• Prior experience working in the any of the following: building permit processing, permit services, construction administration, customer service or related municipal building department operations which includes experience assisting customers with permit applications, inspection requests, plan review routing and/or permit issuance.

• Makes recommendations regarding hiring, discipline, performance review, and employee development for all permit clerks and examiners. Approves overtime and time off requests.
• Enters data into computer system, prepares reports, and updates files.
• Performs clerical duties of a technical nature related to the Building Division.
• Ensures IT/GIS personnel updates addresses associated with permit applications to be consistent with the Town’s addressing system.
• Manages the daily operations for the permit clerks and examiners to ensure team tasks are completed accurately and timely including but not limited to equitably assigning tasks.
• Coordinates with other Town departments, such as the Engineering, Planning & Zoning and Fire Departments, to ensure the permit application process is completed accurately and timely.
• Responsible for ensuring that all daily payments, daily cash receipts, processing refunds, returned checks, and adjustments are processed in accordance with the Budget and Finance Department requirements.
• Receives and responds to customer inquiries from the general public and business community in-person, phone, email, and providing information related to permit operations
• Assists with resolving customer complaints in a courteous and professional manner while ensuring policies and procedures are followed.
• Responsible for oversight regarding responding to public records requests related to the permitting operations.
• Develops new and/or revised forms related to Building Division/permitting operations.
• Conducts reviews of office policies, procedures and operations; develops and updates operations manuals as needed to ensure operational efficiencies and cost savings.
• Assists with creating training materials to aide onboarding and changes in operations and conducts training sessions with all personnel prior to any new departmental implementations.
• Assists on special projects related to the Building/permitting operations, including revisions to fee schedule and rates
• Works closely with the Building Official or designee, in conjunction with the IT department, with the implementation of new technology and software to streamline tasks and the permitting process.
• Ensures permitting operations are in compliance with changes in local, State and Federal guidelines
• Schedules and conducts routine meetings with the permitting staff to set and evaluate goals, inform personnel of ongoing changes, solicit feedback, exchange ideas and discuss operational concerns and solutions.
• Supervises permit clerks and examiners to ensure the permit process runs smoothly and accurately.
• Answers questions and inquiries relating to Town procedures and permit fees via phone and in person.
• Supervises, assigns, reviews, and evaluates the daily work of permit clerks and examiners.

ADDITIONAL JOB FUNCTIONS

Performs other related work as required.