Fire Prevention Support Coordinator (Part-Time)

Come to a City that Builds Careers! As one of the largest cities in Broward County, the City of Hollywood provides an energetic, innovative and collaborative work environment for its employees. Want Top Notch Insurance? We offer low cost health insurance giving you the best value - Medical, Dental, Vision and Flexible Spending Plans. Need Work Life Balance? We have got you covered with a 4-Day Work Week and an Award Winning Wellness Program. And We Don’t Stop There. The City of Hollywood provides a generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave. Repaying Student Loans? Employees at the City with 10 years of public service and on-time payments qualify for the Federal Student Loan Forgiveness Program. Let’s Partner Together and Come Grow with the City of Hollywood. Apply Now!   For more information about this position and our competitive pay, benefits package and pension plan, refer to this job posting or our City website at https://www.governmentjobs.com/careers/hollywoodfl .

JOB SUMMARY:

Under the direction of the Fire Marshal, the Fire Prevention Support Coordinator provides comprehensive administrative and clerical support to the Fire Prevention Bureau, with a primary focus on plan review and permitting operations. This position is responsible for coordinating daily office functions, managing phone and email communications, maintaining databases and spreadsheets, scheduling meetings, and assisting with project coordination. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities while providing exceptional customer service. This role is essential to ensuring efficient bureau operations and facilitating timely communication with department staff, contractors, developers, businesses, and the public.

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ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Provide comprehensive administrative and clerical support to the Fire Marshal, Deputy Fire Marshal, and Fire Prevention Bureau management team.
• Serve as the primary point of contact for plan review and permitting inquiries by managing incoming phone calls, emails, and in-person requests, ensuring timely responses and appropriate routing.
• Coordinate administrative activities related to plan review, permitting, inspections, and Fire Prevention operations to support efficient bureau workflow.
• Track the status of multiple plan review and permitting projects, notify applicants of required corrections, and provide timely updates throughout the review process.
• Provide guidance to property owners, association boards, property managers, developers, architects, engineers, contractors, and the public regarding permit application requirements, plan review procedures, and inspection scheduling.
• Schedule inspections for permitted work and coordinate with internal staff and external customers to ensure efficient service delivery.
• Maintain timely communication with applicants, City departments, and external stakeholders regarding permit and plan review activities.
• Scan, upload, organize, and maintain electronic and physical records related to permits, inspections, and Fire Prevention activities in accordance with records management requirements.
• Develop, maintain, and update databases, spreadsheets, and tracking systems used for inspections, permitting, plan review, and division performance metrics.
• Utilize City permitting and records management systems, including BCLA and Accela, to conduct permit research, process records, and monitor project status.
• Maintain the Fire Prevention Bureau's electronic file management system to ensure accurate organization, accessibility, and document retention.
• Assist with recording annual fire inspection data, processing public records requests, and maintaining inspection records.
• Prepare, compile, and distribute daily, monthly, and other operational reports to support division performance measurement and management decision-making.
• Coordinate meetings, projects, and administrative activities that support collaboration between the Fire Prevention Bureau and other City departments and divisions.
• Work with Division leadership to identify, recommend, and implement administrative process improvements that enhance operational efficiency, customer service, and permit turnaround times.
• Support special projects, initiatives, and assignments as directed by the Fire Marshal or Deputy Fire Marshal.

EDUCATION/EXPERIENCE: 
REQUIRED: 

• High School Diploma or GED equivalent with three (3) years of progressively responsible experience in an administrative support role of municipal government, construction management, project management, or office administration
• Must be able to demonstrate proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools.
• Strong written and verbal communication skills

A comparable amount of training and experience may be substituted for the minimum qualifications.

PREFERRED:

• Associate’s or Bachelor’s Degree in Business Administration, Public Administration, or a related field.
• Knowledge of permitting process and software
• Multi/Bi-lingual
• Knowledge of Accela and Oracle Cloud skills preferred

CERTIFICATES, LICENSES, AND REGISTRATIONS:

• Valid Driver’s License:  With proof of automobile insurance
• Background Check:  Must have an acceptable background record
• Driving Abstract:  Must have an acceptable driving record

KNOWLEDGE, SKILLS, AND ABILITIES: 

• Ability to independently manage tasks, make decisions, and propose process improvements to enhance division operations.
• Proficiency with modern office equipment and software, including project management and database tools.
• Ability to make complex decisions and interpretations in accordance with established rules, policies, and procedures.
• Ability to communicate information tactfully and impartially.
• Knowledge of general requirements for submitting applications and plans for construction in accordance with the Florida Building Code and Broward County Amendments.
• Ability to navigate through various software solutions applications and hardware equipment to accomplish assigned tasks.
• Ability to follow oral and written instructions and to delegate responsibilities.
• Ability to adapt to varying work environments in a fast pace setting and formulate effective and proficient practices and procedures to address a wide range of complex tasks.
• Ability to work independently and accurately report deficiencies.
• Ability to establish and maintain effective working relationships with internal and external customers.
• Ability to establish and maintain accurate records.
• Ability to operate office equipment such as office/personal computers, microfilm reader, copier, scanner, printer, calculators as well as the automated permit tracking system.
• Ability to maintain regular and punctual attendance.
• Ability to effectively communicate and interact with the general public, co-workers, city officials and members of diverse cultural and linguistic backgrounds, regardless of race, religion, age, sex, disability or political affiliation.
• Ability to serve the public and fellow employees with honesty and integrity in full accord with the letter and spirit of all city ethics and conflicts of interest policies. A strong understanding of ethical behavior is required.

PHYSICAL DEMANDS:

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. May require the use of fingers or hands to manipulate objects such as picking, gripping, or pressing.   Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception.   Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT: 

Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs.

Required Education and Background Information: Look over the announcement carefully to determine your eligibility. Please note minimum education and experience requirements. Closed competitive positions are open only to employees while open competitive positions are open to anyone who meets the minimum qualifications for the position. Evidence of a GED test score is required if submitted for high school diploma. Applicants are responsible for clearly documenting work experience and/or providing all relevant information at the time of application. Additional information will not be accepted after the announcement closing date.
 
Veteran's Preference:   The City values the service that veterans and their family members have given to our country, and as such, proactively recruits and hires veterans and qualified spouses to the greatest extent possible.  Certain servicemembers and veterans, and the spouses and family members of such servicemembers and veterans, receive preference and priority, and certain servicemembers may be eligible to receive waivers for postsecondary educational requirements.  To obtain veteran's preference, candidates MUST submit a copy of separation papers (DD214) and meet eligibility requirements as stipulated by the Florida Statutes. For additional information, please refer to the Florida Department of Veterans' Affairs. 
EMPLOYMENT OF RELATIVES:  The City of Hollywood has an Ordinance which regulates the employment of relatives of City employees.   Effective January 28, 2008, a relative may only be hired under the following additional conditions:
  

• The relative must have competed in an appropriate examination process as determined by Human Resources and be placed on a civil service eligibility list;
• The relative must be among the top three ranked candidates available on the certified eligibility list unless expanded by the Civil Service Board;
• The Department or Office Director and the Director, Human Resources must demonstrate that it is in the best interests of the City of Hollywood to hire the relative of a public officer or employee.

As of 12/15/2005 the City will require all newly hired employees to sign an affidavit affirming non-usage of tobacco or tobacco products within the last year prior to submission of application and will continue to be a non-user of tobacco products throughout employment with the City of Hollywood.
 
REASONABLE ACCOMMODATION: The Employment Office will make reasonable efforts in the examination and workplace to accommodate persons with disabilities. Please advise Human Resources of special needs by calling (954) 921-3216.
 
All applicants receive consideration for employment regardless of race, color, religion, gender, national origin, age, abilities, marital status, political affiliation, familial status, sexual orientation, pregnancy, or gender identity and expression (except as limited by law, Personnel Rules, Collective Bargaining Agreements, or bona fide occupational disqualifications).  
 
The City of Hollywood is an Equal Opportunity / Equal Access Employer.

Salary : $58,642 - $89,135