Building Services Clerk

Title: Building Services Clerk (Administrative Assistant II)

Department: Town Hall

Type: Full-Time / Non-Exempt

Work Location: Onsite (Town Facilities)

Work Schedule: Monday–Thursday, 7:00 a.m. – 5:30 p.m. (Town Hall closed Friday); occasional evening meetings

Reports to: Town Hall Office Supervisor

Compensation: $18.00 – $20.00 / Hourly – DOQ/DOE

About the Town of Howey-in-the-Hills

Incorporated in 1925 and nestled in the rolling hills of Lake County, the Town of Howey-in-the-Hills offers small-town charm, historic character, and a collaborative, mission-driven workplace. Our small, dedicated team serves approximately 2,200 residents with integrity, professionalism, and pride in public service.

General Description:

The Building Services Clerk is a highly responsible administrative position supporting the Town’s building and permitting operations; reporting to the Town Hall Office Supervisor. The Building Services Clerk serves as a primary point of contact for residents, contractors, and permit applicants; processes building permits and utility payments; supports the Planning and Zoning Board by preparing agendas and draft minutes; and performs general clerical, records, and front-desk duties. Duties will also include permit facilitation, auditing, zoning analysis, utility coordination for new construction, and providing front desk support. The position requires strong judgment, attention to detail, excellent customer service, and a working knowledge of municipal procedures and Florida public-records and open-meetings law.

Essential Job Functions

The duties below are representative of the position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions.

· Serves as a primary customer-service contact at the Town Hall front desk, greeting residents, contractors, and applicants in person and by telephone, and providing accurate information on permit procedures, Town services, and appropriate referrals.

· Receives and processes permit applications; validates data entered into the Town’s permitting software (iWorks); communicates with applicants regarding submittal requirements and application status.

· Coordinates permit reviews with the Town Planner, Town Building Official, Public Services Department, and external reviewers; updates permit statuses within established timeframes.

· Receives and processes payments and fees (cash, check, and credit card) for permits and utility billing; reconciles transactions and prepares daily deposits.

· Audits Town permit records for compliance with the Florida Building Code, the Town Code of Ordinances, and the Town’s Land Development Code (LDC).

· Distributes permit information to the Lake County Property Appraiser, utility department, and other parties as required.

· Supports utility coordination for new construction, including coordination with water and wastewater service departments.

· Attends Planning and Zoning Board meetings (including occasional evening hours); prepares draft meeting minutes in accordance with Robert’s Rules of Order and Chapter 286, Florida Statutes.

· Supports Town records management, including indexing, retention, and disposition of records in compliance with Chapter 119, Florida Statutes, and the General Records Schedule GS1-SL issued by the Florida Department of State.

· Provides backup support to the Utility Billing Clerk.

· Prepares correspondence, spreadsheets, reports, and data summaries; supports internal studies and analyses.

· Maintains strict confidentiality of sensitive Town records, employee information, and applicant data.

· Performs other related duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of general municipal administration, including applicable Florida Statutes governing public records (Chapter 119, F.S.) and open meetings (Chapter 286, F.S.).
• Familiarity with general permitting procedures and the Florida Building Code.
• Strong customer-service and interpersonal skills; ability to remain calm, professional, and respectful with diverse members of the public, including in difficult situations.
• Strong written and oral communication skills.
• Proficiency with Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Strong organizational and time-management skills; ability to prioritize and meet competing deadlines.
• Accuracy with numerical data, cash handling, and record-keeping.
• Ability to read, interpret, and apply municipal codes, policies, and procedures.
• Ability to establish and maintain effective working relationships with staff, officials, contractors, and the public.
• Ability to maintain strict confidentiality of Town records and applicant information.

Minimum Qualifications

• High school diploma or equivalent.
• Two (2) years of progressively responsible administrative, clerical, customer-service, or permitting experience, or an equivalent combination of education and experience.
• Proficiency with Microsoft Office.
• Valid Florida driver’s license at time of hire.
• Ability to successfully pass a criminal background check.

Preferred Qualifications

• Associate’s degree or higher in Business Administration, Public Administration, or a related field.
• Prior experience in a Florida municipal or county government setting.
• Experience with permitting software (iWorks or similar), Black Mountain Software, CivicPlus Agenda & Meeting Essentials, or comparable municipal systems.
• Active Florida Notary commission.
• ICC Permit Technician Certification (or willingness to obtain with Town support after hire).

Special Requirements

• Must obtain a Florida Notary commission within three (3) months of hire; the Town will support associated training and bond costs.
• Must successfully complete training in Chapter 119, F.S. (Public Records), Chapter 286, F.S. (Government in the Sunshine), and Chapter 112, Part III, F.S. (Code of Ethics for Public Officers and Employees) upon hire and periodically thereafter.
• Position may require occasional evening attendance at Planning and Zoning Board meetings and other public meetings as assigned.
• Applicants must disclose any family or household relationships with current Town employees or elected officials in accordance with Chapter 112.3135, Florida Statutes.

Physical Requirements

With or without reasonable accommodation, the position requires:

• Sitting for extended periods while operating a personal computer or terminal.
• Reaching, standing, grasping, typing, and repetitive motions.
• Occasional bending, stooping, and lifting up to 25 pounds (e.g., filing and records transport).
• Visual acuity sufficient to prepare and analyze written or computer data, operate office equipment, and review the accuracy of work.
• Clear verbal communication, in person and by telephone.
• Occasional travel to off-site Town facilities or records storage.

Work Environment

Work is performed primarily in an indoor office environment at Town Hall. The Building Services Clerk regularly interacts with residents, contractors, and other members of the public. Occasional evening attendance at public meetings is required.

Key Competencies

Integrity, initiative, sound judgment, attention to detail, customer focus, interpersonal skills, and effective oral and written communication. Work is performed under the general supervision of the Town Hall Office Supervisor and is reviewed through reports, internal and external audits, periodic meetings, and an annual performance evaluation.

Background Screening

Employment is contingent upon successful completion of a criminal background check and any additional screening required by Town policy.

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of an essential function does not preclude management from assigning duties not listed herein.

This job description is not intended to be, nor should it be construed as, an all-inclusive list of all responsibilities, duties, skills, or working conditions associated with the position. It is intended to accurately reflect the essential functions and requirements of the job. Duties, responsibilities, and activities may be added, deleted, or modified at any time with or without notice.

This job description does not constitute a written or implied contract of employment. Employment with the Town of Howey-in-the-Hills is at-will, and either the employee or the Town may terminate the employment relationship at any time, with or without cause or notice, in accordance with applicable law.

Under Chapter 119, Florida Statutes, all applications and supporting materials submitted to the Town are public records and are subject to public inspection and copying upon request, except as specifically exempted by law. Certain personal information may be confidential and exempt (e.g., Social Security numbers and the specific categories of identifying information listed in § 119.071, F.S.).

The Town of Howey-in-the-Hills is a Drug-Free and Smoke-Free Workplace in accordance with Section 440.102, Florida Statutes, and applicable Town policy.

The Town of Howey-in-the-Hills is an Equal Opportunity Employer. The Town complies with all applicable federal, state, and local laws, including Title VII of the Civil Rights Act, the Age Discrimination in Employment Act, the Americans with Disabilities Act, the Genetic Information Nondiscrimination Act, the Pregnant Workers Fairness Act, the PUMP Act, the Uniformed Services Employment and Reemployment Rights Act (USERRA), and the Florida Civil Rights Act (Chapter 760, F.S.). The Town does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, and related conditions), sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, veteran status, or any other status protected by applicable law.

In compliance with the Americans with Disabilities Act (ADA), the Town of Howey-in-the-Hills will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective and current employees to discuss potential accommodations with the employer.

The Town of Howey-in-the-Hills participates in the federal E-Verify program and will provide the federal government with Form I-9 information to confirm employment authorization. E-Verify is used only after a job offer has been accepted and the Form I-9 has been completed. If E-Verify cannot confirm authorization, the employee will be provided written instructions and an opportunity to resolve the issue with the Department of Homeland Security (DHS) or the Social Security Administration (SSA) before any employment action is taken.

Employment with the Town of Howey-in-the-Hills is at-will. Either the employee or the Town may terminate the employment relationship at any time, with or without cause or notice, consistent with applicable law. This job description does not constitute a written or implied contract of employment.

Pay: $18.00 - $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Retirement plan
• Vision insurance

Work Location: In person