Job Description

CODE ENFORCEMENT DIVISION - Code Enforcement Specialist I

PG 11 NON-EXEMPT

Salary - $20.30hr./$42,224 annually

Employee Benefits

• Direct Deposit, Bi-Weekly Pay Checks
• Medical, Dental, Vision
• Life Insurance
• FRS Retirement
• 10 Paid Holidays
• Paid Time Off
• Tuition Reimbursement
• Education Incentives
• Deferred Compensation Plan
• Wellness Incentives
• Employee Assistance Program (EAP)
• Free Employee Gym
• Free Employee Health Clinic

MAJOR FUNCTIONS
Performs technical, administrative, and customer service duties related to the receiving and processing of citizen complaints and providing paraprofessional, support services for Certified Code Investigators in accordance with Florida Statute 162; Polk County Land Development Code, Florida Building Code, Polk County Property Maintenance Code, and any related codes and ordinances. Is able to perform a variety of tasks involving legal research, preparation of case files and legal documents.

ILLUSTRATIVE DUTIES

Customer Relations

• Receives and records code enforcement complaints and verify information necessary to prepare files/records according to established office practices and procedures.
• Front desk greets citizens and records the complaint in the computer. Case is created and assigned to appropriate investigator.
• Front desk receives calls, refers and routes incoming calls utilizing a multi-line telephone system and provides general information as requested.
• Greet and sign in citizens at Special Magistrate Hearings.
• Receives messages from the public and County staff and relays detailed, accurate information to the Investigators and other pertinent staff related to Code Enforcement matters.
• Independently follows up with customers on code enforcement requests and issues.
• Confers with the public and other county, regional and state agencies regarding the receipt of case file information and coordination of case review as necessary.
• Communicates with the Board of County Commissioners staff, legal practitioners, business professionals, County staff and the general public via telephone, e-mail and personal contact in a highly professional manner.
• Assist public by telephone or in person guiding them according to Code Enforcement established procedures.
• Reviews legal documents to identify property ownership.

Technical Abilities

• Research deeds at the courthouse and estate records for ownership.
• Reviews procedures, policies and complaints.
• Discusses with investigators and staff, information regarding code enforcement
• Advise Investigators when a request for extension of time is received from respondent.
• Discusses, reviews and/or researches code enforcement inquiries, and/or complaints to advise or resolve citizen matters.
• Utilizes GIS Dataviewer, Hansen and other Building and Land Development programs to research status of incoming permitting and project complaints.
• Assists assigned Investigators in coordinating workload and meeting deadlines and staying on schedule. Maintains calendars and tickler systems for assigned Investigators.
• Assist Investigators with coordinating deadlines for Special Magistrate.
• Acts as the Magistrate Clerk, handling case documents and evidence.

Transaction Management

• Tracks and processes large volumes of certified mail as well as regular mail.
• Notarize various documents for citizens and investigative staff.
• Keys ownership and complaint information into database, working closely with the Investigators as they report from the field.
• Prepares required documents for mailing and for postings.
• Prepare code enforcement forms including Courtesy Letters, Notices of Violation/Notices of Hearing, Property Maintenance Code Violation Notices, Excessive Bulk Waste Notices, Affidavits of Hearing, Affidavits of Posting, Affidavits for provided photographs (for citizens).
• Prepare legal packets for vendor abatement, Special Magistrate hearing packets and other related files.
• Performs clerical and other record keeping duties using typewriters, personal computers, remote computer terminals, calculators, copy machines and other office equipment.
• Receives, verifies and files various reports and records.
• Takes telephone messages and acts as office receptionist as necessary.
• Schedules Special Magistrate Hearings for the Investigators.
• Run reports to find any missed tasks.
• Run reports for investigators to advise of upcoming hearing dates.
• Run reports and update closed cases to reflect they are inactive.
• Prepares files for electronic archiving and scans as necessary.
• Generates reports and compiles data as requested.
• Performs research duties and other related duties as assigned.
• Process and close out of Public Records Requests
• Perform lien searches for Code cases
• Performs additional related duties as required.

KNOWLEDGE, ABILITIES AND SKILLS

• Ability to communicate effectively both verbally and in writing with external and internal customers.
• Ability to interpret legal descriptions.
• Ability to recognize basic components of site maps, aerial photographs and future land use maps for land use cases.
• Knowledge of business English, punctuation and spelling.
• Ability to perform basic mathematical tasks including calculation of fees.
• Knowledge of general office practices and procedures and adhering to the function of code compliance regulations, law and record keeping methods.
• Ability to perform in stressful situations and multitask in a busy office environment.
• Ability to learn assigned tasks and adhere to prescribed practices.
• Ability to comprehend efficiency and effectiveness metrics as established by the division and to make necessary adjustments to perform within the acceptable parameters of the established metrics.
• Ability to use office equipment such as multiline phone systems, personal computers, facsimile machines, calculators, copiers, scanners.
• Ability to use basic computer software, such as word processing and spreadsheets.
• Knowledge of or ability to learn specialized software related to Code Enforcement practices.
• Ability to work independently and exercise judgment in evaluating situations and making decisions.
• Ability to see, write, and perform data entry keying efforts.
• Ability to deal courteously and effectively with the public, officials and other employees.
• Knowledge of ordinances, Land Development Code and general regulatory codes and how to locate, navigate and direct a customer to the general area to satisfy an inquiry.
• Familiarity with various Divisions around Polk County that assist with Code Enforcement processes; Building, Land Development, Waste & Recycling, Roads & Drainage).
• Must function as a team player, assisting in any area needed.
• Excellent organizational skills. Attention to detail/accuracy.
• Ability to concentrate on details and sequential work tasks.

MINIMUM QUALIFICATIONS - Specialist I

• Graduate of an accredited high school or possess an acceptable equivalency diploma. Must have a minimum of two (2) years clerical office experience, which are related to assisting the public regarding service problems/inquiries/matters.
• Must demonstrate proficiency using Polk County GIS Dataviewer, as well as the ability to appropriately navigate Polk County Property Appraiser and Tax Collector websites to gather information relevant to Code Enforcement cases.
• Must demonstrate proficiency navigating and researching all Code Enforcement programs in use, to include general familiarization with navigating the building permits and land development application programs.
• 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.
• Must be able to type a minimum of 35 CWPM with a maximum of 10 errors. Must be able to utilize all features afforded by word processing or other required software and CRT equipment utilized.
• A comparable amount of training and related experience may be substituted for the minimum qualifications, except for the driver’s license requirement.

SPECIAL REQUIREMENTS - Specialist I

Must have at time of employment or within one year must obtain:

1. Must obtain certification as a Notary Public within six (6) months of employment.
2. Florida Association of Code Enforcement Certification Level I – Fundamentals of Code Enforcement

Demonstrate proficiency in Excel (spreadsheet/graph/table) required

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

SPECIAL PREFERENCES

• Paralegal or court clerk experience
• Basic familiarization in Excel (spreadsheet/graph/table)