Staff Assistant - Community Standards

Administrative Professional

Reporting to Administrative Coordinator, position performs complex administrative professional duties in support of the Community Standards Department which includes Architectural Review and Deed Compliance. This position works closely with the Community Standards Operations Coordinator.

Administrative

• In coordination with the Operations Coordinator, reviews architectural applications for accuracy and contacts contractor and/or property owner if additional information is required, prior to the applications being presented to the Architectural Review Committee.
• Recording secretary for the Architectural Review Committee and prepares minutes for the public meetings.
• Responsible for ensuring the Official Record of Proceedings are maintained in accordance with Florida State Statute and public record retention.
• In conjunction with the Community Relations Coordinator updates the Community Standards website and periodically reviews the website for accuracy.
• Provides support for the Architectural Review Committee.
• Attends Hometown Social as necessary to give educational presentation on the Community Standards Department to new residents.
• Follows applicable guidelines for approved modifications.
• Process architectural review applications which include entering in database, photocopying for Architectural Review Committee members, scanning into the access database, and placing phone calls to the contractor/resident when applications are available for pick up.
• Provides the Administrative Coordinator with Architectural Review application appeals to the respective Board of Supervisors by providing all pertinent paperwork for the agenda item.
• Provides responses to incident reports received through Architectural Review website.
• Liaison between the Architectural Review Committee and contractors/residents to ensure accuracy and completeness of the application.
• Ability to successfully read boundary surveys and site plans.
• On occasion, attends Architectural Review appeals at District Board public hearings.

Reporting

• Provides the Administrative Coordinator and the Administrative Operations Manager monthly reports for the number of architectural applications and deed compliance issues, with a six-month comparison, that is provided to the Board of Supervisors.
• Daily, enters architectural review applications into the access database which is utilized to prepare monthly reports.
• On a weekly basis, provides administrative support by scheduling architectural review meetings with the Architectural Review Committee and the developer's representative for applications that were either denied for various reasons or for applications that require additional information.

General

• Ensures and facilitates ordering of office supplies, forms and equipment.
• Assists in the development and facilitation of work processes to continuously improve the flow of work, quality of services delivered and productivity of the department.
• Periodically, attends meetings and functions outside business hours as needed (i.e., Government Day, Health Fair).
• Advise Administrative and Operations Coordinator when policies are not being followed or need revision.
• Facilitates the maintenance of historical information for department for reference.
• Assist administrative staff with special projects as required.
• Provides additional support for greeting residents and handling architectural review issues.
• Receives calls concerning architectural modifications and deed compliance concerns.
• Responds to resident questions regarding building set back lines, property lines, and easements.
• Provides excellent customer service to both internal and external customers.
• Maintain records for restrictive covenants and plats as they are recorded.

Additional

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.

• Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
• Models behavior to the District Core Values at all times.
• Fosters a teamwork environment.

• High school diploma, GED or three (3) years related experience and/or training, or equivalent combination of education and experience. Associates Degree or equivalent from accredited two-year college or technical school is preferred.

• Valid Florida Driver's License required.
• All candidates and employees must successfully pass background screening.

Knowledge

• Ability to successfully read, analyze and interpret governmental regulations and legal documents.
• Ability to successfully read boundary surveys and site plans.

Skills

• Intermediate or better proven proficiency in personal computer skills, specifically Microsoft Word, Excel, Access, Outlook and Power Point.

Abilities

• Proven ability to successfully provide excellent customer service to both internal…