Rules & Appeals Administrative Specialist

REQUIREMENTS AND PREFERENCES

****** This is an in office position*****

This announcement will remain active until a sufficient number of applications has been received and may close at any time.

The Broward County Board of Rules and Appeals (BORA) is seeking a highly organized and customer-focused Administrative Specialist to provide administrative, clerical, and customer service support for the daily operations of the office. This position serves as the primary point of contact for the public, municipal personnel, contractors, and other stakeholders and assists with records management, certification administration, examination coordination, and general office functions.

The ideal candidate will possess excellent interpersonal, organizational, written, and verbal communication skills; demonstrate strong attention to detail; maintain confidentiality; and effectively manage multiple assignments in a fast-paced professional environment.

Associate's degree from an accredited college or university in Business Administration, Public Administration, Office Administration, or a related field.

One (1) year of relevant experience may be substituted for each year of required education.

Three (3) years of administrative, clerical, records management, customer service, or related experience.

• Experience working in a governmental, regulatory, municipal, or public-sector environment.
• Experience with records management, public records requests, or regulatory databases.
• Experience coordinating meetings, examinations, or certification programs.

• Serve as the primary receptionist by greeting visitors and assisting walk-in customers.
• Answer, screen, and route incoming calls through a multi-line telephone system.
• Respond to inquiries from the public, municipal staff, contractors, Building Officials, Fire Officials, Chief Code Compliance Officers, and Board members.
• Schedule appointments, meetings, examinations, and other office activities.
• Prepare correspondence, reports, forms, spreadsheets, and other administrative documents.
• Provide administrative support to management and staff as needed.

• Maintain and update certification databases and records for building, fire, and code compliance personnel.
• Coordinate certification examinations, including applicant processing, scheduling, and recordkeeping.
• Maintain accurate certification, training, and examination records.

• Organize and maintain electronic and physical filing systems.
• Assist with processing and tracking public records requests in accordance with Florida Statutes and Broward County policies.
• Maintain records retention and disposition schedules in compliance with applicable laws and regulations.
• Ensure official records are accurately maintained and readily accessible.

• Receive, sort, and distribute incoming mail and deliveries.
• Maintain office supply inventories and coordinate replenishment as needed.
• Assist with surplus property and disposal procedures for obsolete equipment and assets.
• Maintain current contact lists for Board members, municipal personnel, and other stakeholders.
• Assist with special projects and office initiatives.
• Provide cross-functional support and perform related duties as assigned.

• Knowledge of modern office practices and procedures.
• Knowledge of records management and filing systems.
• Ability to communicate effectively, both orally and in writing.
• Ability to maintain confidential information.
• Ability to organize and prioritize multiple tasks.
• Ability to establish and maintain effective working relationships with employees, municipal personnel, elected and appointed officials, and the public.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.

The duties listed above are representative of the work performed in this position. Additional duties may be assigned as necessary.