What are the responsibilities and job description for the Office Specialist II - Building & Code Administration position at County of Volusia?
Major Functions
The County of Volusia is seeking an Office Specialist II - Working Title: Contractor Licensing & Construction Appeals Board Clerk for the Building and Code Administration Division. This position is located in DeLand, FL and will be responsible for coordinating the process of all referrals from multiple departments, cases to be heard by the Contractor Licensing and Construction Appeals Board. This position requires knowledge and experience with handling board meetings, creating agendas and preparing minutes, preparation of CLCA orders, records boards orders and liens with the Clerk of Court, and acts as the CLCA Liaison. Must be able to provide support to the Chief Building Official (CBO), Deputy Building Official and the Chief Plans Examiner as it relates to all unsafe and resolutions of condemnation cases.
Illustrative Duties
(NOTE: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.)
Graduation from high school or possession of a GED and four (4) years of progressively responsible secretarial/administrative assistant or equivalent experience. Two (2) years of post-high school education can be substituted for two (2) years of the required experience.
A comparable amount of education, training, or experience may be substituted for the minimum experience.
Must possess and maintain a valid driver's license at time of hire.
Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter.
The preferred candidate, having met the minimum requirements, will have at least one (1) year of experience working in a Building Department or related process field with any municipal or government agency, as well as at least two (2) years of experience with Microsoft Word and Excel.
Knowledge, Skills & Abilities
Mental Demands: Ability to read and comprehendinstructions. Ability to communicateeffectively. Ability to construct compound, complex sentences, and paragraphs.Ability toperform basic mathematicalcomputations (addition, subtraction, multiplication, division.) Ability to analyze data and develop a conclusion. Ability to express ideas and relay information.
Physical Demands: Sedentary work. Ability to talk, hear, and see. Visual acuity (peripheral vision, depth perception) necessary to read, write, and use the computer. Ability to look at a computer screen for long periods. Finger dexterity. Ability to bend, stoop, and reach. Ability to lift, push, pull and/or carry a minimum of 10 pounds.
Environmental Demands: Inside work.
Volusia County is a drug free workplace and an Equal Opportunity Employer committed to a diverse workforce. Veterans' preference in accordance with federal, state, and local laws.
We offer a competitive and comprehensive benefits package that includes:
HEALTH INSURANCE
The County Of Volusia Observes The Following Holidays Annually
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NOTE: Your response to the following supplemental questions must match the information in the work experience section on your application. If your responses do not match, your application will be deemed incomplete and will disqualify you from further consideration.
Do you possess a current Florida driver's license?
If you answered "No" to the previous question, will you be able to obtain a Florida driver's license at the time of hire if selected for the position?
Do you possess a High School diploma or GED?
Do you have at least four (4) years of progressively responsible secretarial/administrative assistant or equivalent experience?
If you answered "Yes" to the previous question, please answer all to indicate the following:
07
Do you have two (2) years of post-high school education which can be substituted for two (2) years of the required work experience?
If you answer "Yes" to the previous question, please indicate the specific degree received.
09
Do you have a comparable amount of education, training, or experience that may be substituted for the minimum requirements?
If you answered "Yes" to the previous question, please indicate the following:
11
Do you have experience working in a Building Department or related process field with any municipal or government agency?
If you answered "Yes" to the previous question, please answer all to indicate the following:
13
Do you have experience with Microsoft Word and Excel?
If you answered "Yes" to the above question, how many years of experience do you possess?
Have you ever worked as a temporary/lease employee for the County of Volusia?
If "Yes", please indicate when, position title and department/division. If "No", please indicate N/A.
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Where did you hear about this position?
If you answered "Other" to the previous question, please indicate which specific source.
The County of Volusia is seeking an Office Specialist II - Working Title: Contractor Licensing & Construction Appeals Board Clerk for the Building and Code Administration Division. This position is located in DeLand, FL and will be responsible for coordinating the process of all referrals from multiple departments, cases to be heard by the Contractor Licensing and Construction Appeals Board. This position requires knowledge and experience with handling board meetings, creating agendas and preparing minutes, preparation of CLCA orders, records boards orders and liens with the Clerk of Court, and acts as the CLCA Liaison. Must be able to provide support to the Chief Building Official (CBO), Deputy Building Official and the Chief Plans Examiner as it relates to all unsafe and resolutions of condemnation cases.
Illustrative Duties
(NOTE: These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position.)
- Acts as the Contractor Licensing and Construction Appeals Board Liaison.
- May perform all duties of Office Specialist I.
- Coordinating the process of all referrals from multiple departments, cases to be heard by the Contractor Licensing and Construction Appeals Board (CLCA).
- Prepares cases, agendas, Pre-CLCA meetings, meeting minutes and power point for CLCA board meetings.
- Creates cases against licensed and unlicensed contractors.
- Supports and assists the Contractor Licensing and Construction Appeals Board.
- Tracks and updates CBO on all unsafe and resolutions of condemnation cases from application to compliance.
- Provides advanced clerical, secretarial, and/or receptionist support to a large activity or division.
- Schedules appointments. Provides information to callers. Screens telephone calls for supervisor. Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered. Files correspondence. Maintains files and other pertinent records.
- Arranges travel schedules and reservations.
- Processes paperwork for accounts payable.
- Processes paperwork for purchasing materials.
- Relieves the division director of minor administrative details.
- Typestechnicalmaterialrequiringspecializedknowledgeoftheoperationsofanassigned division/activity.
- Coordinates office operations with other activities and units of the county.
- Compiles technical data for use in a division's operation.
- May serve as a backup to the Administrative Assistant for the Building and Code Administration, ensuring the efficient operation of the office.
- Assists in preparing and monitoring annual budget(s).
- Performs tasks delegated by supervisor which may require discretion and judgement.
- May complete special assignments and special projects with little supervision, such as procedural guides within the division.
- Researches and develops material for supervisor's use.
- Plans, initiates, and carries to completion clerical, secretarial and administrative activities.
- May be assigned to other county locations based upon operational needs.
- Attends work on a regular and consistent basis.
- Must adhere to Federal, State, County and Local ordinances.
- Responds to emergency situations.
- Performs other duties as assigned.
Graduation from high school or possession of a GED and four (4) years of progressively responsible secretarial/administrative assistant or equivalent experience. Two (2) years of post-high school education can be substituted for two (2) years of the required experience.
A comparable amount of education, training, or experience may be substituted for the minimum experience.
Must possess and maintain a valid driver's license at time of hire.
Must possess a valid Florida driver's license within 30 days of hire and maintain thereafter.
The preferred candidate, having met the minimum requirements, will have at least one (1) year of experience working in a Building Department or related process field with any municipal or government agency, as well as at least two (2) years of experience with Microsoft Word and Excel.
Knowledge, Skills & Abilities
- Knowledge and experience with handling board meetings, creating agendas and preparing minutes, preparation of CLCA orders.
- Knowledge of modern office practices and procedures.
- Knowledge of division or department programs.
- Knowledge of the overall function and responsibilities and services rendered by the division/activity to which assigned.
- Knowledge of the principles of management and their application to the administration of governmental affairs.
- Knowledgeofresearch techniques.
- Knowledge of business English and basic math.
- Mayrequireknowledgeofbasicaccountingprinciplesand procedures.
- Ability to express ideas clearly and concisely, orally and in writing to groups and individuals.
- Ability to respond to emergency situations.
- Ability to communicate effectively both orally and in writing.
- Ability to establish and maintain effective working relationships.
- Ability to work under stressful conditions.
- Ability to interact effectively with others.
- Must have public speaking experience and requires excellent communication and customer service skills.
- Must be able to relocate to other county locations based upon operational needs.
Mental Demands: Ability to read and comprehendinstructions. Ability to communicateeffectively. Ability to construct compound, complex sentences, and paragraphs.Ability toperform basic mathematicalcomputations (addition, subtraction, multiplication, division.) Ability to analyze data and develop a conclusion. Ability to express ideas and relay information.
Physical Demands: Sedentary work. Ability to talk, hear, and see. Visual acuity (peripheral vision, depth perception) necessary to read, write, and use the computer. Ability to look at a computer screen for long periods. Finger dexterity. Ability to bend, stoop, and reach. Ability to lift, push, pull and/or carry a minimum of 10 pounds.
Environmental Demands: Inside work.
Volusia County is a drug free workplace and an Equal Opportunity Employer committed to a diverse workforce. Veterans' preference in accordance with federal, state, and local laws.
We offer a competitive and comprehensive benefits package that includes:
HEALTH INSURANCE
- Medical
- Dental
- Vision
- Flexible Spending Account
- Florida Retirement System (FRS)
- Deferred Retirement Option Program (DROP)
- Deferred Compensation (475 Plan)
- Life Insurance
- Short Term Disability Insurance
- Long Term Disability Insurance
- Cancer Insurance
- Critical Illness Insurance
- Personal Leave
- Holidays
- Bereavement
- Military
The County Of Volusia Observes The Following Holidays Annually
- New Year's Day
- Martin Luther King Day
- Good Friday
- Memorial Day
- Independence Day
- Labor Day
- Veterans Day
- Thanksgiving (and day after)
- Christmas
- Tuition Reimbursement
- Onsite Wellness/Fitness Center
- Computer Purchase Program
- Direct Deposit Payroll
01
NOTE: Your response to the following supplemental questions must match the information in the work experience section on your application. If your responses do not match, your application will be deemed incomplete and will disqualify you from further consideration.
- I have read and understand the above statement.
Do you possess a current Florida driver's license?
- Yes
- No
If you answered "No" to the previous question, will you be able to obtain a Florida driver's license at the time of hire if selected for the position?
- Yes
- No
- Not Applicable
Do you possess a High School diploma or GED?
- Yes
- No
Do you have at least four (4) years of progressively responsible secretarial/administrative assistant or equivalent experience?
- Yes
- No
If you answered "Yes" to the previous question, please answer all to indicate the following:
- the number of years,
- position title
- brief description of your experience and
- the name of the agency/organization(s).
07
Do you have two (2) years of post-high school education which can be substituted for two (2) years of the required work experience?
- Associate's Degree
- Bachelor's Degree
- Master's Degree or higher
- Not applicable
If you answer "Yes" to the previous question, please indicate the specific degree received.
09
Do you have a comparable amount of education, training, or experience that may be substituted for the minimum requirements?
- Yes
- No
If you answered "Yes" to the previous question, please indicate the following:
- the number of years,
- position title
- brief description of your experience and
- the name of the agency/organization(s).
11
Do you have experience working in a Building Department or related process field with any municipal or government agency?
- Yes
- No
If you answered "Yes" to the previous question, please answer all to indicate the following:
- the number of years,
- position title
- brief description of your experience and
- the name of the agency/organization(s).
13
Do you have experience with Microsoft Word and Excel?
- Yes
- No
If you answered "Yes" to the above question, how many years of experience do you possess?
- 1 year or less
- 2 years
- 3 years
- 4 years or more
- No experience
Have you ever worked as a temporary/lease employee for the County of Volusia?
- Yes
- No
If "Yes", please indicate when, position title and department/division. If "No", please indicate N/A.
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Where did you hear about this position?
- County of Volusia website
- Daytona Beach News Journal
- www.orlandojobs.com
- Social Media sites (i.e. Facebook, Twitter, Linked In)
- Other
If you answered "Other" to the previous question, please indicate which specific source.
- Required Question