City of Hollywood, Florida ยท 1 day ago
Code Compliance Support Coordinator
Hollywood, FL
Full-time
Onsite
Mid, Senior Level
5+ years expThe City of Hollywood, Florida is seeking a Code Compliance Support Coordinator to provide administrative and clerical support for the Code Compliance Division. The role involves managing calendars, coordinating meetings, and ensuring effective communication within the department and with external stakeholders.
GovernmentInformation ServicesNon Profit
Responsibilities
General Administrative Support for Division Management
Approves the requisition of supplies and equipment; prepares budgets and manages payroll for the assigned division
Maintain and manage the calendars of the Division Manager, ensuring efficient scheduling of meetings, appointments, and events
Designs and maintains specialized filing systems, documents, or library collections; maintains appointment calendar; coordinates special projects or committees as directed by superior
Monitor and manage the email inbox of Division Management, prioritizing and flagging important communications, and drafting responses when required
Schedule and coordinate meetings, prepare agendas, take minutes, and follow up on action items for division-related meetings
Provide professional customer service while handling all incoming communications, including phone calls, emails, and in-person inquiries, ensuring timely and appropriate response or redirection
Prepare and edit correspondence, reports, and presentations as requested by division leadership
Track incoming contracts, ordinances, and significant documents, ensuring proper review and response by the Division Manager
Manage public inquiries and refer more complex matters to the appropriate division leadership
Ensure professional and accurate responses to the public, adhering to City policies and procedures
Assist division leadership in identifying and implementing process improvements to enhance operational efficiency and reduce turnaround times
Provide administrative coordination for cross-departmental projects, ensuring proper communication and workflow between other City divisions
Track and monitor the department's budget, assisting in the preparation of expense reports and projections
Monitor and maintain office supplies and equipment, processing purchase orders and requisitions as needed
Ensure the division adheres to City policies regarding timekeeping, safety, and ethics
Oversees the training and performance of administrative staff
Supervises the Special Magistrate Specialist and assist with the preparing the special magistrate files/agenda, ensuring all documentation is complete and submitted on schedule
Coordinates and oversees the scheduling and preparation of special magistrate hearings, attends the hearings, and acts as the division coordinator to ensure the hearings are organized and run efficiently
Monitors and reviews case outcomes, ensuring that decisions and orders are accurately recorded, distributed, and archived in compliance with legal and departmental policies
Acts as a liaison between code compliance officers, legal staff, and special magistrate personnel to facilitate efficient communication and case processing
Ensures that public notifications related to hearings, decisions, and orders are prepared and disseminated according to established procedures and regulatory requirements
Provides support and direction to ensure that all special magistrate operations meet high standards of organization, professionalism, and adherence to city and legal protocols
Qualification
Required
High School Diploma or GED equivalent with five (5) years of progressively responsible experience in an administrative support role, preferably in a planning, code compliance, parking, or technical office environment
Experience with managing executive-level calendars and communications
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and project management tools
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
Strong organizational skills, with the ability to manage multiple tasks and prioritize effectively for Division Management
Knowledge of municipal planning or engineering procedures, including permitting processes, zoning, and capital improvement projects
Ability to manage calendars, coordinate meetings, and handle high volumes of communication for division leadership
Strong written and verbal communication skills, ensuring clear and effective communication with internal and external stakeholders
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 direct and supervise a group of subordinates in a manner conducive to full performance and high morale
Ability to communicate information tactfully and impartially
Preferred
Associate's or Bachelor's Degree in Business Administration, Public Administration, or a related field
Knowledge of city ordinances, state statue, zoning, or infrastructure
Benefits
Low cost health insurance giving you the best value - Medical, Dental, Vision and Flexible Spending Plans
4-Day Work Week
Award Winning Wellness Program
Generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave
Federal Student Loan Forgiveness Program
Company
City of Hollywood, Florida
City of Hollywood, Florida offers municipal services, community development, and public records management.
501-1000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase