Code Compliance Support Coordinator

The Position

Under 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 Requirements

EDUCATION/EXPERIENCE:
To 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 statue, zoning, or infrastructure

CERTIFICATES, LICENSES, REGISTRATIONS:
• 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

ESSENTIAL JOB FUNCTIONS AND 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.

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

KNOWLEDGE, SKILLS, ABILITIES:
• 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.

SUMMARY OF BENEFITS FOR GENERAL EMPLOYEES

All regular full time Employees shall accrue paid vacation following their employment anniversary date. Employees who regularly work 40 hours per week shall accrue vacation leave as follows:

• up to seven (7) completed years 80 hours
• more than seven (7) but less than ten (10) completed years 112 hours
• more than ten (10) but less than fifteen (15) completed years 144 hours
• more than fifteen (15) but less than twenty (20) completed years160 hours
• twenty (20) completed years and above200 hours

After completion of the first full year of service, vacation time accrued as of September 30th of each year is to be utilized during the following 15 months. Cash payment in lieu of unused vacation shall be made only upon termination of employment or upon approval of the City Manager.

• General employees shall accrue eight hours of sick leave for each month worked with no limit on the amount of sick leave that is accumulated. Additionally, each fiscal year an employee shall have the option of converting a maximum of 40 hours of accrued sick leave days to personal leave, provided the employee has a balance of 96 hours after the conversion.

Accrued sick leave shall be terminally paid at the following rates in relationship to full years of credited service with the City to a maximum of 1200 hours (e.g., an employee with 20 or more years of service with 1200 (or more) hours of sick leave shall be paid at 80% of 1200 hours, which would be 960 hours):

Accrued Sick Leave Payout

• Less than five (5) years 20% sick leave
• Five (5) to ten (10) years 40% sick leave
• Ten (10) or more years 70% sick leave
• Twenty (20) or more years 80% sick leave

• Upon the accumulation of 300 sick leave hours, all employees have the option of converting the next forty (40) hours of sick leave days to vacation days.
• Employees may participate in the City's Sick Leave Pool Program upon the completion of one year of employment and with a minimum accumulation of 96 hours of sick and/or vacation leave. This program entitles eligible employees to participate in extended sick leave benefits for cases involving non-work related catastrophic, or long-term illnesses, or injuries.
• General employees may receive the following holidays:

New Year's Day Martin Luther King, Jr.'s Birthday President's Day Memorial Day
Juneteenth Independence Day Labor Day Veteran's Day
Thanksgiving Day Day after Thanksgiving Christmas Eve Christmas Day
New Year's Eve

• General employees will receive two paid workdays each fiscal year (either 8 or 10-hour days) of use-it-or-lose-it time off in recognition of the importance of mental health well-being.
• General employees will be granted 40 hours of paid bereavement leave for the demise of a close family member.
• General employees will receive longevity compensation added to their base salary for the following cumulative years of service with the City:

• 5 years of service 5%
• 10 years of service 3%
• 12.5 years of service 2.75%
• 15 years of service 2%

• General employees and families shall be provided the option of coverage in the City’s health insurance plans. The City will contribute 80% of the premium for employees electing single or dependent coverage on the OAP plan and the employee will be responsible for contributing 20% of the premium; The City will contribute 100% of the premium for employees electing single coverage on the OAPIN plan. For employees adding dependents, the City will contribute 90% toward the premium and the employee will be responsible for contributing 10% of the premium. For 2024, the biweekly rates are as follows:

Enrollment Tier |Medical OAP |Medical OAPIN
Employee Only|$87.89 |$0
Employee +1|$175.78 |$39.34
Employee + 2 or More|$281.24 |$86.56

• Each member shall have the option of completing an annual wellness preventative physical through the City’s contracted provider currently named Life Scan with the costs of the scan paid for by the City up to $395 for each member which includes a comprehensive medical evaluation, ultrasound imaging, cardio-pulmonary assessments, vision and hearing test, and extensive laboratory blood profiles.
• General employees shall be provided group dental with $19.00 of the monthly premium costs paid by the City. There are three benefit plan offerings. For 2024, the biweekly rates are as follows:

Enrollment Tier |Dental DPPO Low |Dental DPPO High |Dental DPPO Buy UP
Employee Only | $5.17 | $21.37 | $25.11
Employee +1 | $14.80 | $40.68 | $46.82
Employee + 2 or More | $23.69 | $58.51 | $66.86

• General employees shall have the option to purchase vision coverage through payroll deductions. Three plans are offered.

Enrollment Tier |VSP Option 1 |VSP Option 2 |VSP Option 3
Employee Only | $2.36 | $3.87 | $4.44
Employee +1 | $4.73 | $7.73 | $8.87
Employee + 2 or More | $7.61 | $12.45 | $14.28

• Employees will receive from the City a “use it or lose it” Health Reimbursement Account annually. The amount to the employee is determined by the employee’s medical enrollment status or if no coverage is elected then it will default to the lowest level. The level of the City contribution will be reevaluated once a year. The levels are: Single or no coverage = $400; Employee plus one = $600; and Employee plus two or more = $1000. In addition, the employee may establish and contribute to a Flexible Spending Account.
• General employees shall be provided with term life insurance of $25,000 with all premium costs paid by the City. Employees shall have the option of purchasing additional term life insurance at group rates up to an additional maximum amount of $475,000.
• All employees will be required to contribute 8% pretax dollars to the employee’s retirement fund. Employees are vested in the retirement plan after completing seven years of service. The service retirement annuity (pension) is equal to 2.5% of the employee's average salary for the highest 130 consecutive biweekly pay periods of credited service multiplied by the employee's years of credited service. Retirement is at age 65 with seven years of service, or age 62 with 25 years of service, or 30 years of service. To file a claim for benefits under the General Pension Plan or to receive a copy of the Plan or a copy of the Summary Plan Description (SPD), contact the Pension Coordinator at 954-921-3333.
• General employees, who complete their probationary period and receive “satisfactory” or better Employee Performance Evaluations, shall be eligible to participate in the City Educational Reimbursement Program for job-related undergraduate and graduate course work. General employees should request approval prior to taking any courses. The City pays as follows to a maximum total of $3,000.00 for tuition annually:

Graduate and Undergraduate Benefit
Grade of B or better 100% reimbursement at State tuition rates
Grade of Pass 100% reimbursement at State tuition rates
Grade of C 50% reimbursement at State tuition rates

Employees will be eligible to receive 100% reimbursement for books with approval of the City Manager/designee.

Employees who receive benefits under this program, who voluntarily leave the City's employment within two (2) years of receiving such benefit, shall be responsible for reimbursing the City for the cost of this benefit.

• General employees may enter a Deferred Compensation Program through payroll deduction.
• General employees have the option of joining the Sun Credit Union.
• General employees have the option of participating in payroll Direct Deposit.
• Employees have the option of participating in Pre-paid Legal/ID Theft Protection Plans and Supplemental Insurance through voluntary payroll deductions
• General employees are eligible to participate in the City’s Work/Life Assistance Program offering a wide range of services and support.
• General employees may have access the City’s fitness facility free of charge.

IMPORTANT NOTICE - This document ‘BENEFITS SUMMARY’, is intended only as a summary of some of the benefits employees may be entitled to as an employee of the City of Hollywood. This is NOT a legal document, does NOT represent any guarantees, and is subject to change at any time.

Closing Date/Time: 3/16/2025 11:59 PM Eastern

• 

• City of Hollywood, FL

• 954.921.3216

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