CODE 1580
PG-06
NON-EXEMPT

SENIOR OFFICE ASSISTANT
(Land Development)

Must have the physical, developmental and mental ability to perform job tasks, work efforts, responsibilities and duties of the job illustrated below:

MAJOR FUNCTION
Acts as the assistant to division staff, assuming office work involving varied and more complex independent work assignments within those procedures, practices and policies of the assigned office.

ILLUSTRATIVE DUTIES
Maintains development database and track security and warranty list. Assists customers by receiving requests and providing flood plain management data. Routes permit applications packets, construction plans and regular mail. Maintains development file room. Receives phone calls and distributes messages. Receives customer drainage complaints and maintains data in CMMS. Maintains project data and inspector assignments in DMS.
Performs clerical, fiscal and other record keeping duties using typewriters, personal computers, remote computer terminals (CRT), calculators, copy machines and other general office equipment. Files documents, forms and other paperwork. Prepares paperwork for the assigned office according to established practices and procedures. Posts data, fiscal information or other record keeping information either by written notations, entering such information into personal computer or remote computer terminal (CRT) database systems. Follows procedures for processing invoices for payments ensuring that other record keeping matters are noted, recorded and filed appropriately. Receives reports for verifying and correcting of information entered into database systems. Gathers, assembles and places information in format utilized within office operations or report form requirements.
Completes and prepares memorandums, reports, letters, forms, statements, purchase orders as directed. Reviews various record keeping forms to ensure that fiscal matters, reports, statements, purchase orders are calculated and extended correctly (i.e.: daily, weekly, monthly, annually). May prepare or assist in the record keeping of employee personnel and payroll records (i.e.: notes time and attendance for employees on forms, annual and sick leave, worker's compensation, counseling and evaluation forms, etc.).
Deals with the public via telephone or in person guiding them according to unit established procedures, providing information and/or responding to inquires as directed or trained by supervisor(s). Takes telephone messages. May receive and transmit messages and information via radio base dispatching unit if required of assigned unit.

Acts as office receptionist as necessary. Handles routine mail duties such as picking up, sorting, date stamping, distributing and preparing for a mailing according to established office procedures.
Enters data and maintains the division’s development database and subsidiary list; routinely prepares and prints required reports from the development database such as security/bond lists and project warranty list including expiration tracking. Receives customer drainage complaints, input data into the county’s CMMS database and prints status report to supervisor.
Enters project data and Inspector assignment into the DMS, and provide supervisor with monthly report. Assists customers by receiving flood plain management data requests and promptly routing to staff for appropriate action. Assists customers by providing available flood management data. Makes phone calls to citizens in response to data requests. Receives, stamps and promptly distribute LDC permit applications and construction plans. Maintains development files, file room and routinely files project documents. Prepares project files for imaging. Prepares digital presentations
and handouts for meetings. Updates the division’s web site.
Performs related duties as required.

KNOWLEDGE, ABILITIES AND SKILLS
Has knowledge of English, spelling and arithmetic. Ability to understand and follow oral and written instructions. Ability to learn assigned tasks and adhere to prescribed routines. Ability to make mathematical computations and tabulations accurately and with reasonable speed. Ability to meet and deal courteously and effectively with employees and the general public. Ability to use personal computers or remote computer terminals, typewriters and other office equipment of the assigned work unit. Possess ability to learn and become knowledgeable and abide with county goals, procedures, practices, regulations, policies and ordinances, including the Employee Handbook and related regulations. Ability to perform basic mathematical calculations both manually and using calculator or computing devices. Ability to walk, bend, stoop, sit, stand, crouch, and kneel. Ability to see and distinguish colors and shapes. Ability to lift, push and/or pull materials/equipment which may weigh up to forty five (45) pounds, for a short distance. Ability to ambulate independently. Ability to independently operate a motorized vehicle.

MINIMUM QUALIFICATIONS
Graduate of an accredited high school or possess an acceptable equivalency diploma and have a minimum of two (2) years of clerical work experience. Must be able to type 30 CWPM with a maximum of 10 errors. Must be able to utilize all features afforded by word processing, spreadsheet and database software; and other required software and personal computer or CRT equipment utilized by the assigned work unit.
Must have a valid driver's license and be able to secure a valid Florida driver's license at the time of employment within this classification.
A comparable amount of training and related experience may be substituted for the minimum qualifications.

SPECIAL REQUIREMENT
This position may be required to report for work when a declaration of emergency has been declared in Polk County.