The City of Winter Haven is currently seeking an experienced and dedicated Administrative Support Specialist to join our Safe Neighborhoods Division. In this crucial role, you will provide comprehensive administrative support and assistance to the division and to the public, ensuring the smooth operation and timely completion of administrative tasks, and facilitating efficient communication within the division and with external entities.

• Job Title: Administrative Support Specialist (Safe Neighborhoods Division)
• Category: Full-Time
• Application Closing Date: 3/6/24, 5:00 p.m.

Salary and Benefits:

• $20.81 Per Hour Minimum
• Annual Step for Performance Pay Adjustments
• 2 Paid Holidays Per Year
• 12 Vacation Days Minimum, Earned Per Year
• 12 Sick Days Earned Per Year
• Medical, Dental, Vision, and Life Insurance Benefits
• 401(a) Retirement Plan and Social Security Coverage
• Education/Tuition Assistance Program; and Training and Development Opportunities
• Employee Assistance Program – to include Mental Health Assistance/Services

Essential Job Functions:

Performs essential clerical work to support Safe Neighborhoods Division staff and accomplish Division objectives. Receives and directs calls; greets the public; responds to general inquiries and concerns; explains code regulations, policies and procedures; and furnishes general information on departmental functions. Independently prepares forms, letters, memoranda, and reports; prepares and processes high volumes of certified mail; and schedules and coordinates meetings for the Division. Handles administrative processing of code compliance cases; receives and documents code concerns; assigns cases for inspection; researches public records to identify property ownership; reviews and deciphers legal documents including deeds, probate and foreclosure records; prepares required written notices for mailing and posting in accordance with State Statutes and Division procedures. Serves as Secretary to the Code Enforcement Special Magistrate; schedules hearings and meetings; attends and records hearings; prepares agendas and minutes; prepares public notices for publication; prepares files for presentation; processes hearing notifications and Orders to property owners; and records and maintains official rulings of the Special Magistrate. Responsible for records management and cash collections functions for the Division; processes and maintains case records and lien files; maintains lien spreadsheet/database; receives and processes fine/lien payments; prepares and processes satisfaction and release of lien documents; prepares lien reports for title companies; prepares monthly activity reports for the Division, and records documents at the County Courthouse. Operates a City vehicle to travel to various City and County facilities to perform assigned duties. This is not intended to be an all-inclusive listing of essential job functions; the performance of other essential functions may be required.

Knowledge, Skills & Abilities:

• Knowledge of general office practices and procedures; the use and operation of standard office equipment and software, including Microsoft Word, Excel and PowerPoint; business English, spelling, punctuation, and arithmetic.

Knowledge and familiarity with the code enforcement process, ordinances, zoning regulations and general regulatory codes; and legal research procedures and techniques.

• Knowledge and understanding of Florida Statutes relating to code enforcement, public records, and the Sunshine Law.
• Knowledge and experience with the judicial or quasi-judicial process.
• Skilled and proficient in operating a computer and performing accurate data entry; organization, time management and multi-tasking.
• Ability to prioritize work, meet multiple deadlines and work under pressure; read, interpret, and explain City Ordinances; compose professional letters, reports and email correspondence; make independent decisions in accordance with departmental rules, regulations and policy; understand and follow oral and written instructions; speak clearly and distinctly; establish and maintain effective working relationships with co-workers, public and private agencies, officials and members of the general public; and type at a proficient rate of speed.
• Must have excellent verbal and written communication skills and the ability to interact with others in a positive, courteous, and professional manner at all times.

Minimum Education & Experience:

• Graduation from an accredited high school or equivalency diploma.
• Three (3) years of clerical and typing experience, with two (2) years’ experience in code enforcement or the legal profession is preferred.
• Formal business training from an accredited school/college is preferred.
• An equivalent combination of education and experience that is determined to be directly related to the foregoing specific requirements may be substituted.

Special Requirements:

• Absence of non-prescribed controlled substances in the applicant's system as verified by a laboratory approved by the City of Winter Haven.
• Possession of valid Florida driver’s license with a good driving record as determined by the City of Winter Haven.
• Must become a Notary Public within thirty (30) days of hire.

Physical / Environmental Factors:

• Must have the physical ability, strength, and flexibility to perform the job functions in the work environment.
• Reasonable accommodations will be made for otherwise qualified individuals with a disability.

AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER AND A DRUG-FREE WORKPLACE

Our Mission: Enriching lifestyle through exceptional service.

Job Type: Full-time

Pay: From $20.81 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person