Code Compliance Magistrate Specialist

The Position

JOB SUMMARY:

Performs advanced secretarial and administrative work for the Code Compliance Department as designated by the Department Director. Work in this classification is primarily focused on planning, scheduling, coordination, recording and follow-up action with the entire Special Magistrate process.

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
• Three years of verifiable experience in coordinating meetings and complex processes of technical or legal nature.
• Must be able to obtain Florida Notary Public License within six (6) months of employment.
• Must possess a valid Driver's License with an acceptable driving record.

Preferred:

Associate’s Degree from an accredited college in Business Administration, Public Administration, or closely related field.

Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements.

CERTIFICATES, LICENSES, REGISTRATIONS :

Background Check: Must have an acceptable background record

Following an initial review of your application, if you are selected to move forward and receive a job offer which you accept, you will then be invited to Vetted—our screening platform—where you will be prompted to upload the required documentation.

The Examination

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES:

• Performs a highly skilled secretarial position serving the Special Magistrate for the City and acting as Liaison Officer between the various City departments, and the Special Magistrate.
• Ensures the cases sent to the Magistrate Hearings are complete and have met the regulations contained in the Florida State Statutes and the City's Code of Ordinances regarding notification.
• Processes the cases through the Special Magistrate in a professional and timely manner.
• Maintains accurate records of all the Special Magistrate proceedings.
• Ensures that liens are properly recorded with the Broward County Records Division.
• Collects all fines paid to the Special Magistrate's Office (Code Compliance via Treasury Department).
• Prepare the appropriate Satisfactions or Releases of Lien. Prepares the docket for the Special Magistrate hearings.
• Attends Special Magistrate hearings and is responsible for ensuring all the hearing records are properly recorded and that all cases are called, and appropriate orders issued.
• Prepares orders and ensures orders are properly executed and distributed as required and recorded in County Court, if necessary (mailings).
• Processes all applications for relief of liens. Performs research as needed to verify existence of active violations, outstanding liens, and other related information as requested by City departments, general public and financial institutions.
• Periodically reviews cases with outstanding code violation liens and informs the property owner of status.
• Swears in witnesses, property owners, and personnel at monthly hearings.
• Complies with Florida Public Record laws.
• Performs work as directed by the Department Manager.
• Communicate with Property Owners and Code Compliance Officers.
• Requisitions supplies and equipment; assists in the preparation of budgets and payroll, checks operating reports for accuracy and conformance to policies and standards; updates publications.
• Types correspondence, invoices, statements, reports, and other materials from copy or shorthand notes; composes and types letters, memoranda, minutes, notices, and other correspondence.
• Oversees the processing of various departmental records transactions including employee personnel action forms, purchase orders and requisitions.
• Operates a computer, photocopier, printer, calculator, facsimile machine, recording equipment or typewriter.
• Maintains manual or automated filing systems; oversees specialized document or library collections; maintains appointment calendar.
• Responds to telephone or in-person inquiries; greets the general public; provides information on departmental services and functions; directs callers.
• Researches, collects, and compiles data for agendas.
• Effectively and positively represents the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Establish and maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

Additional Information

KNOWLEDGE, SKILLS, ABILITIES:

• Knowledge of office terminology, procedures and equipment.
• Knowledge of modern information systems and software.
• Knowledge of business English and arithmetic.
• Knowledge of departmental and municipal rules, regulations, policies procedures.
• Ability to understand and follow complex oral and written instructions.
• Ability to establish and maintain effective working relationships with fellow employees, superiors, subordinates, and the general public.
• Ability to make decisions and interpretations in accordance with established rules, policies, and procedures.
• Ability to communicate information tactfully and impartially.
• Ability to establish and maintain effective and professional relationships with work colleagues, supervisors, managers and the public.
• Skill in the use of modern office equipment.

PHYSICAL DEMANDS:

The physical abilities described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to walk, sit, write, hear, speak and be required to exert in excess of 25 pounds of force occasionally and/or in excess of 10 pounds of force frequently, and/or in excess of 5 pounds of force constantly to move objects. Specific vision abilities required by this job include close and distance vision, peripheral, and depth perception. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

WORK ENVIRONMENT:

Work is performed primarily in an office environment that requires the employee to be sensitive to change and responsive to changing goals, priorities, and needs. Some fieldwork may be required in the community.

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: 10/7/2025 11:59 PM Eastern

• 

• City of Hollywood, FL

• 954.921.3216

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