ADMINISTRATIVE SUPERVISOR - COMM. STANDARDS

JOB SUMMARY

Reporting to Administrative Operations Manager, position performs complex administrative professional duties in support of the Community Standards Department which includes Deed Compliance and Architectural Review. This position works closely with the Community Standards Operations Coordinator and the Architectural Review Committee.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to)

General

• Liaison between Department and residents.
• Receives calls of complaint.
• Responds to residents’ questions regarding compliance issues.
• Provide exceptional customer service to both internal and external customers.
• Occasional speaking engagements to groups and residents.

Administrative

Deed Restrictions

• Prepares correspondence related to the processing of external Deed Restrictions in accordance with the Rule adopted by the District Board of Supervisors.
• Researches County maps and property records to determine correct property ownership.
• To effectively and accurately research complaints, reads applicable procedure manuals, guidelines, etc.
• Contact mortgage lenders and emergency contacts to bring the property into compliance within the Deed Restrictions.

• Draft letters to residents in violation and visit residents with active Deed Restrictions for compliance.
• Prepare, maintain and produce as requested, required reports to accurately track and respond to violations (i.e. Weekly violations report indicating active violations; date written, letter sent, date complied).

Architectural Review

• Assist in reviewing, with the Community Standards Operations Coordinator, all Architectural Application Forms and site plans prior to committee meetings and organizing same in a workable format for multiple uses by others within the District as needed.
• Responsible for ensuring the Official Record of Proceedings and other public records from the Architectural Review Committee are given to District Clerk for proper recordkeeping.
• Provides additional support to ensure timely upkeep of imaging function.

Budget

• Provides support in preparation and implementation of Fiscal Year Budget for Community Standards Department.

Reporting

• Enters data and prepares reports from databases to assist in preparation of chronology and backup material for presentation before the various Boards of supervisors for those properties that have gone through the Deed Compliance process. Prepares Deed Compliance reports for District Board of Supervisors monthly.
• Assists Administrative Operations Manager in preparing end-of-year reports.
• Provides administrative support to Deed Compliance Manager and Administrative Operations Manager such as, but not limited to, scheduling of meetings and appointments, preparing correspondence and documents, etc.

Additional

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
• Models behavior to the District Core Values at all times.
• Well organized and able to successfully multi-task, and work under pressure in a fast-paced environment to meet multiple demanding deadlines.

MINIMUM EDUCATION AND EXPERIENCE

• Bachelor’s Degree, or three to five years related experience and/or training; or equivalent combination of education and experience.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Florida Driver’s License required.
• All candidates and employees must successfully pass background screening.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES

Knowledge

• Comprehensive knowledge and understanding of the workings of boards and committees such as the District Board of Supervisors, Amenity Authority Committee and the Architectural Review Committee.

Skills

• Intermediate or better proficiency in computer operations and use of software packages (word processing, spreadsheet, graphics, etc.)
• Ability to successfully interact with others to include courtesy, tact and diplomacy as needed to provide/gather information, assign and follow up on work duties, and establish effective relationships.

Abilities

• Ability to successfully collect, evaluate and analyze data information as needed to conduct research.
• Ability to successfully communicate thoughts and ideas in a logical, cohesive and comprehensible manner.
• Ability to successfully extract and summarize information from rules, ordinances, statutes, correspondence, etc. as needed to understand assignments and changes in policy to perform new procedures.
• Ability to successfully read and comprehend materials such as memos, correspondence and written orders as needed to ensure work activities are accomplished according to policy and procedure and exchange or acquire information.

EQUIPMENT

Position requires use of/driving of own or District vehicle.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job the employee will be exposed to the following:

• Interior office environments, with moderate to loud noise typical for the work environment i.e., when in an office setting with moderate noise of computers and printers and moderate customer traffic.
• Varying outdoor weather conditions.

Physical Requirements

The physical requirements described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the following applies:

• Regularly required to sit; use hands to finger, handle, or feel; and talk or hear.
• Occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.