Office Supervisor

Davie Inc; Town of Florida (NY); On-site; USD 52,000 - 76,000; Full time

Job summary

Town of Davie seeks an experienced supervisor to oversee the Building Division's permit operations and customer interactions. You will supervise clerks and examiners, ensure timely permit processing, and coordinate with IT and other departments to implement new technology.

The role requires strong administrative skills, 3+ years of supervisory experience, and proficiency with Microsoft Office. The position supports compliance with local, state, and federal guidelines and offers a comprehensive

Qualifications

• Must have a High School diploma or GED by posting closing date.
• Minimum of 3 years of responsible administrative experience.
• At least 3 years of experience supervising or leading 5+ employees.

Responsibilities

• Oversee daily permit operations and public contact tasks in the Building Division.
• Coordinate with other Town departments to ensure permit processing is accurate and timely.
• Manage daily payments, cash receipts, refunds, and adjustments per Budget and Finance requirements.
• Respond to customer inquiries in person, by phone, and by email regarding permit operations.
• Develop and update forms and office policies to improve efficiency and reduce costs.
• Provide training materials and conduct staff trainings before new departmental implementations.
• Supervise permit clerks and examiners to ensure smooth and accurate permit processing.

Skills

Supervisory leadership

Administrative skills

Education

High School diploma or GED

Tools

Microsoft Office Suite

Job description

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.

Minimum Requirements

Must meet by the closing date of the posting unless otherwise stated

• 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.

Essential Functions

• 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.

REGULATIONS/ACCOMMODATIONS

• EEO Policy: it is the policy of the Town to prohibit discrimination in hiring, promotion, compensation, discharge, and all terms and conditions of employment on the basis of actual or perceived race, color, religion, sex (including pregnancy), national origin, age, disability, gender identity(inclusive of a person’s actual or perceived sex, and includes self-image, appearance behavior or expression, whether or not different from that traditionally associated with legal sex assigned to the person at birth), marital status, military status, political affiliation, genetic information, sexual orientation, or retaliation for reporting same.
• Tobacco Policy: the Town of Davie has a policy that requires employees hired on or after January 4, 2016 to be a non-user of tobacco products six (6) months prior to their employment with the Town as well as commit to non-usage during their employment. Candidates for employment who are impacted by the Town of Davie’s Smoking Policy will be permitted to reapply for open positions after six (6) months.
• Reasonable Accommodations: applicants requesting reasonable accommodation during the job application process may contact the Human Resources Department at [phone].
• E-Verify: the Town of Davie participates in E-Verify. Federal Law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. For more information on E-Verify, please contact 1-888-897-7781.
• Veterans' Preference: the Town of Davie will grant Veterans’ Preference to eligible veterans of the Armed Forces of the United States in compliance with applicable federal and state laws concerning Veterans’ Preference. Eligible applicants must submit a DD-214 Member 4 form and Veterans' Preference form.
• Essential Employees: Employees may be required to work during emergency events/situations as determined by supervisor.

The Town of Davie offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, life, and long term disability insurance.

For a more detailed overview of our benefits package, Click Here