Code Compliance Support Coordinator

Code Compliance Support CoordinatorCome to a City that Builds Careers As one of the largest cities in Broward County, the City of Hollywood provides an energetic, innovative and collaborative work environment for its employees. Want Top Notch Insurance? We offer low cost health insurance giving you the best value - Medical, Dental, Vision and Flexible Spending Plans. Need Work Life Balance? We have got you covered with a 4-Day Work Week and an Award Winning Wellness Program. And We Don't Stop There. The City of Hollywood provides a generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave. Repaying Student Loans? Employees at the City with 10 years of public service and on-time payments qualify for the Federal Student Loan Forgiveness Program. Let's Partner Together and Come Grow with the City of Hollywood. Apply NowUnder the direction of either the Code Compliance Administrator or Director, the Code Compliance Support Coordinator performs a variety of administrative and clerical duties to ensure effective support for the Code Compliance Division. The role requires excellent organization, discretion, and multitasking abilities to manage calendars, emails, meeting scheduling, project coordination, payroll, and customer service. This role supports the division's management team by maintaining smooth operations and timely communication within the department and with external stakeholders. The incumbent will supervise all administrative staff, including the special magistrate. Work is reviewed through conferences and written reports for results obtained and adherence to established policies and procedures.The RequirementsTo perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 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. Preferred: Associate's or Bachelor's Degree in Business Administration, Public Administration, or a related field. Knowledge of city ordinances, state statute, zoning, or infrastructure 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 Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.The Examination 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. Project Coordination and Operational Efficiency 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. Office Management 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. Special Magistrate 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.Additional Information 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.