Administrative Coordinator (Planning & Zoning)

Description

Position Summary:
The purpose of this position is to perform a variety of administrative and office support tasks in a typical office setting related to the function and department assigned under general supervision of the department head and supervisory staff.

Position Scope:
This is an office support position. This class is distinguished from other administrative support positions by the assignment of the full range of duties assigned and responsibility for one or more major division, department, and/or City program(s) and the ability to supervise others.

Illustrative Examples of Essential Duties

This is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent may be required to perform all duties listed, and may be required to perform additional, position-specific tasks.

• Answers the telephone, waits on the general public, and provides information related to department and/or city policies and procedures, and makes various appointments and announces callers.
• Sorts and files documents and records, maintaining alphabetical, index, and cross-reference files; and assists department with photocopying, assembling materials, and simple clerical work when assigned.
• Administers the Short-Term Vacation Rental licensing program in accordance Florida Statutes and the City’s ordinance. This requires reviewing license applications for completeness and accuracy within established timeframes, communicating with applicants, monitoring unregistered properties, inspecting properties as-needed and producing reports.
• Performs any other related job duties as assigned.
• Builds and maintains positive working relationships with co-workers, other employees, and the public using principles of good customer service; promotes and represents the City to the public in a friendly, helpful, and professional manner.
• Utilizes personal computers and computer software to perform word processing and spreadsheet functions and prepares and maintains computerized reports.
• Types, proofreads, and processes a variety of documents including general correspondence, forms memos, statistical charts and specialized documents from drafts, notes, verbal instruction or dictated tapes using word processing or computer equipment. Reviews documents for accuracy, completion, and conformance to established procedures.
• Identifies and/or recommends cost control measures in the delivery of all services and functions in his/her department and under his/her area of responsibility.
• Assists in receiving, sorting, and distributing incoming and outgoing mail; assists in maintaining paper and other supplies stocked in the supply room and assists in ordering supplies.

Knowledge, Skills and Abilities

• Knowledge of the operation of standard office equipment including work processing and computer equipment.
• Knowledge of English usage, spelling, grammar, and punctuation.
• Ability to establish and maintain effective working relationships with those contacted in the course of work.
• Knowledge of Microsoft Office programs.
• Ability to perform difficult and complex clerical and administrative support work using independent judgment.
• Ability to learn the operation, policy, and procedures of the City and the assigned department or office.
• Skill in written and oral communication.
• Ability to read and interpret floor plans and other construction documents preferred.
• Ability to organize and maintain accurate records and files.
• Ability to effectively present information both one-on-one and to small groups.
• Skill in basic mathematical functions.
• Ability to function as a team player.
• Knowledge of office practices and procedures including filing and basic recordkeeping.
• Ability to prepare letters and memorandums, vouchers, and purchase orders accurately, timely, and with an eye for detail.
• Ability to read and interpret City ordinances and state statutes.
• Knowledge of business letter writing and typing formats.

Minimum Requirements

Education & Experience:

• Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• Must have experience working for government institution.
• Some college or equivalent.
• Minimum of two (2) years of relevant experience performing similar administrative support duties.

Licenses and/or Certifications:

• Valid Florida Driver's License required.

Additional Information:

• It is the responsibility of the incumbent to maintain their licenses and/or certifications as a job requirement.
• There is a one-year probationary period.

Health Insurance

The City has a three tiered stipend plan to help offset the cost of employee health insurance coverage. The three tiers are as follows:

If the dollar amount of the coverage selected is less than the amount allowed, the employee receives the difference, prorated semi-monthly, Likewise if the dollar amount of the insurance coverage selected exceeds the allowed amount, the employee pays the difference, pro-rated semi-monthly, The City will deduct all applicable taxes.

Currently the City offers two health insurance plans through Cigna as follows:

Dental and Vision Insurance

The City pays 100% of the cost for employee coverage for dental DHMO plan and the vision plan and 50% of the cost for dependent coverage for dental DHMO plan and the vision plan. Dental and vision insurance are mandatory for employees.

The City offers a DHMO dental plan through Cigna. A PPO Dental plan is available as an upgraded option. The City offers a PPO vision plan through EyeMed.

Life Insurance

The City provides group term life insurance coverage for employees as follows:

• General Employees – One times the amount of employee's annual salary or $25,000, whichever is greater.

• Department Heads - Two times the amount of employee's annual salary.

Long Term Disability

The City provides each employee with long term disability insurance and accidental death and dismemberment insurance at no cost.

Workers Compensation

The City may provide full salary to employees injured on the job for a period of up to 13 weeks, (in lieu of the 2/3 salary offered by the state). Thereafter, employees must seek supplemental pay through the City provided Long-Term Disability Plan.

Cafeteria Plan

The City offers employees optional pre-tax insurance plans (Section 125) through AFLAC. Plans include cancer insurance, short-term disability insurance, and more. Also offered is a Flexible Spending Account, which can be used to put money aside, pre-tax, for planned medical/dental expenses, and for childcare expenses.

Retirement

Employees are automatically enrolled in one of two retirement plans, depending upon hire date and position. The plans are as follows:

• Florida Retirement System ("FRS"): Under this plan, employees and the City make a contribution to the retirement plan in an amount specified according to the employee's classification. The current contribution rates are as follows:

Class

Employee Contribution

Rate

City Contribution

Rate

Total Contribution Rate

Regular Class:

3.00%

11.91%

14.91%

Special Risk Class:

3.00%

27.83%

30.83%

Senior Management Class:

3.00%

31.57%

34.57%

Employees have the option of choosing the Pension Plan or the Investment Plan.

Under the Pension Plan, employees enrolled in the FRS prior to July 1, 2011, need to have 6 years of service to be vested. Employees enrolled in the FRS on or after July 1, 2011, must have 8 years of service to be vested.

Under the Investment Plan, employees need to have 1 year of service to be vested.

ICMA-RC (now MissionSquare Retirement):
General Employees: All eligible employees hired before November 2002 were enrolled in the ICMA Plan. This plan is not open to newly hired employees. Under this plan, the City contributes 11% and the employee 4% to a retirement investment plan. Employees are fully vested after 3 years.

Senior Management Employees: All eligible employees hired before November 2002 were enrolled in the ICMA Plan. This plan is only open to certain positions which are not designated and/or classified under FRS. Under this plan, the City contributes 11% and the employee 6% to a retirement investment plan. Employees are fully vested after 3 years.

An optional Section 457 tax deferred savings program is available to employees who wish to supplement future retirement income. The plan allows employees to put aside a portion of their earnings pre-tax each pay period, through payroll deduction, into an account for their retirement and reduce the amount of earnings that is currently taxable.

Sick Leave

Employee earn twelve (12) sick days per calendar year on a prorated basis (1.846 per week).

Vacation Leave

Employees earn vacation leave on a pro-rated basis as follows:

• Department Heads – Fifteen (15) days per year (2.308 hours per week)
• General Employees: 10 days per year (1.539 hours per week).

Vacation accruals are increased incrementally thereafter, as per City policy.

Holidays

Employees are compensated for ten (11) Federal holidays per year. These include: New Year's Day, Martin Luther King's Birthday, President's Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day.

Floating Holidays

Employees earn floating holidays as follows :

• General Employees - Two (2) days per calendar year
• Department Heads/Managers - Seven (7) days per calendar year

Floating Holidays are pro-rated dependent upon hire date.


Direct Deposit

The City offers direct deposit of your payroll check into your personal account(s) at the financial institution(s) of your choice.

Credit Union

The City offers memberships in three credit unions: Space Coast Credit Union, Dade County Federal Credit Union and Peoples Credit Union.