Job Title

Job Family

Job Code

Job Exempt

Code Enforcement Board Secretary

Seiu_White_Collar

COG56

Pay Grade

Pay Rate Type

Minimum

Midpoint

Maximum

S18

Hourly

$20.28

$25.86

$31.44

Job Description

Under general supervision, provides administrative and secretarial support for the Code Enforcement Board including attending meetings, preparing notices and other documents, assembling board packets, recording and typing minutes, maintaining records, tracking calendar to ensure documents are filed and processed on time and in accordance with legal requirements, and providing information on policies and procedures to staff and citizens; performs other duties as assigned.

Minimum Qualifications:

Equivalent to an Associate's Degree in Business Administration or Secretarial Technical Training, and two (2) years of progressively more responsible secretarial work which included recording and transcribing minutes and computer skills; experience working with code enforcement, citizen boards, or legal system is desirable; or an equivalent combination of education and experience. Must type 55 CWPM. May be required to become a Public Notary.

Responsibilities

EXAMPLES OF WORK PERFORMED:

Note: The listed duties are only illustrative and are not intended to describe every function that may be performed by this job class. The omission of specific statements does not preclude management from assigning specific duties not listed if such duties are a logical assignment to the position.

Prepares notices, agendas, material and related reports for meetings; posts and/or publishes legal notices in newspaper within the appropriate time requirements; prepares board member packets; compiles supporting documents for meetings.
Attends regular and special meetings of the Board and records minutes making sure that all actions, motions, and decisions are duly noted; ensures a quorum and parliamentary procedures followed; transcribes minutes including a description of Board’s insights; type and distributes minutes for approval by Board and others as appropriate; ensures meetings comply legal requirements including the Ralph Brown Act.
Performs general secretarial duties including screening calls and incoming mail; maintains calendar, schedules appointments, tracks important dates to ensure meeting deadlines and sends our reminder of important events; prepares correspondence and documents; handles personal and/or confidential mail; receives petitions, waivers, etc., on behalf of the Board; provides information and assistance as necessary.
Serves as the official records manager for the Board; maintains and retrieves case information and/or records of decisions and resolutions by the Board; complies with Public Records Acts; prepares and organizes files; implements retention policy and disposes of old records only with approval of the Board and in accordance with regulations; attests to all official documents; may serve as the Public Notary.
Responds to requests for information and assistance from Board members, staff, and the public providing good customer service; searches files for a variety of source materials to serve as background for reports and information needed by the Board, staff, and others.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of secretarial and office administration methods, practices, and procedures.

Knowledge of English grammar, spelling, and punctuation.

Working knowledge of Code Enforcement Board policies, procedures, and operations.

Knowledge of Ralph M. Brown Act, Public Records Act, and Florida’s Sunshine law.

Knowledge of Robert’s Rules of Order regarding meetings, parliamentary procedures, and basic types of motions.

Computer skills such as with Microsoft Windows, Office Suite (Word, Excel), and ability to learn specialized systems used for board business.

Ability to work independently, organization and prioritize work, and meet multiple deadlines.

Ability to provide good customer service and to handle the public in a tactful manner and exercise good judgment when making decisions.

Ability to maintain effective working relationships with Board members, officials, department manager and staff and the general public.

Ability to type a minimum of 55 cwpm and take dictation at 80 wpm.