Overview
Administrative Assistant/Receptionist Jobs in Maitland, FL at Goldman Law, P.A.
DEFINITION
Under general supervision, performs a wide variety of technical, administrative, public information and customer service duties in support of the City’s Community Development, Building, Public Works and City Engineering functions; provides information and answers questions at the public counter and/or by phone and digital media; conducts intake of applications and plans; conducts review and approval of ministerial applications; issues permits for planning, engineering, and building services; conducts fee calculations; conducts remedial data collection and research analysis; assists with permit tracking; prepares reports, makes presentations to community groups, commissions and committees, maintains digital media; provides staff support services to the Planning Commission and other assigned committees; serves as the primary back-up to the Administrative Specialist/Deputy City Clerk; and performs related work as assigned.
DISTINGUISHING CHARACTERISTICS
The Development Services Technician/Administrative Analyst job class is a professional staff position responsible for participating in a variety of operational/administrative processes. Positions in this job class may act as a support to an assigned department head, and/or other management staff. Positions within this job class provide moderate to complex analytical, technical, and project management skills. Development Services Technician/Administrative Analyst position must be capable of planning, organizing, and implementing assigned projects from inception to completion. This job class requires excellent organizational and communications skills, both verbal and in writing, and a journey level of expertise in designated functional area in which assigned.
SUPERVISION RECEIVED AND EXERCISED
General supervision in the job class is provided by the City Manager/Community Development Director. The Development Services Technician/Administrative Analyst may provide technical direction to interns assigned in the designated functional area.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Provide information regarding building, planning, zoning, permit requirements, land use and other related processes to the public, builders, engineers, contractors, and architects at a public counter, on the telephone and via digital media.
· Interpret and apply City ordinances, rules and regulations related to the development process.
· Perform plan review on initial submittals for commercial, industrial, and residential projects for completeness and compliance with City zoning and planning regulations including building and zoning codes.
Research and assemble information from a variety of sources for the preparation of reports or completion of forms; uses spreadsheets and makes arithmetic and statistical calculations.
Proofread materials for accuracy, completeness, compliance with departmental polices, formatting and correct English usage, including grammar, punctuation and spelling.
Prepare correspondence, reports, forms, receipts, brochures and specialized documents from drafts, notes, brief instructions, corrected copy or prior materials using a personal computer.
Prepare written reports and exhibits for use in a variety of public meetings and hearings.
· Review plans and issue appropriate permits, such as single family photovoltaic systems and commercial sign permits.
· Updates permit activity information in specialized database or via a permit management tracking program.
· Perform initial check of parcel maps, subdivisions, and various other drawings.
· Prepare and verify the accuracy of computations and plot information obtained from plans; check lot dimensions and street widths against recorded map.
· Prepare written reports and correspondence, including Zoning Verification letters, and post public notices.
· Calculate plan review, inspection and other required fees and collect, record and balance permit-related monetary transactions.
· Maintain records and publications, including both residential and commercial plan libraries and perform general filing.
· Staff the Planning Commission and other commissions, boards and committee’s as assigned. Serve as the primary back-up to the City’s Administrative Specialist/Deputy City Clerk, which includes all work duties.
· Verify complaints received from the public with regard to violations of the City’s Zoning Ordinance.
· Other related duties as determined by the City’s City Manager/Community Development Director.
REQUIRED KNOWLEDGE, SKILLS AND ABILITY
· Local zoning practices, City Code, policies and procedures as they apply to assigned permitting responsibilities.
· Methods of gathering and compiling data.
· Property descriptions and graphic displays.
· Customer service principles and techniques.
· Methods, instruments, and symbols used in mapping, property descriptions, and other graphic materials.
· Planning approval and building permit processes and procedures, specification requirements, construction practices, and cost estimating.
· Uniform Building Codes, State Energy Regulations.
· Learn and interpret City building permit and planning policies and procedures; construction, design, land use regulations and ordinances; and Zoning Districts, Special Planning Districts and Overlay zones.
· Explain both orally and in writing technical information to the public, specifically City Codes, policies, procedures and regulations.
· Deal effectively with builders, engineers, architects, developers, and the general public regarding all relevant codes, planning policies and regulations.
· Accurately review plans for completeness and calculate permit fees in accordance with established laws, ordinances, and policies.
· Understand and interpret legal property descriptions, topographic drawings, and maps.
· Communicate clearly and concisely, both orally and in writing.
· Establish and maintain effective working relationships with others.
· Adjust to rapidly shifting priorities and timelines.
· Work effectively with multidisciplinary teams.
· Using a variety of computer software programs, including skill in maintaining electronic files, retrieve and research information from electronic files and databases.
· Basic math skills including ability to use scales and ability to calculate areas using scaled plans.
· Preparing clear, concise and complete reports and other written materials.
· Maintaining accurate records and files.
· Coordinating multiple projects and meeting critical deadlines.
· Exercising sound independent judgment within established guidelines.
EXPERIENCE AND EDUCATION
Two years of increasing responsible professional-level administrative and analytical experience in a government agency or equivalent performing administrative and technical support duties, with a minimum of one year of experience dealing with aspects of the development process, including plan review, building inspection, zoning, planning, permit issuance and/or other related fields. Possession of a Bachelor’s degree from an accredited college or university with course work in business or public administration or a closely related field.
Job Type: Full-time
Pay: $4,044.17 – $5,503.55 per month
Benefits:
Dental insurance
Dependent health insurance coverage
Health insurance
Life insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
8 hour shift
Monday to Friday
Application Question(s):
Do you have basic accounting skills?
Do you have good writing skills?
Education:
Bachelor’s (Preferred)
Experience:
administrative & analytical: 2 years (Preferred)
planning, zoning or permitting: 1 year (Preferred)
Language:
Spanish (Required)
Work Location: In person
Title: Administrative Assistant/Receptionist
Company: Goldman Law, P.A.
Location: Maitland, FL
