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Temp Administrative Assistant- Development

Salary

$20.00 Hourly

Location

Boynton Beach, FL

Job Type

Temporary

Job Number

202500418

Department

Development Services

Division

Development Services

Opening Date

05/07/2025

FLSA

Non-Exempt

+ Description

+ Benefits

Purpose of Classification

The purpose of this classification is to assist the Development Departments/Divisions (Building, Community Standards, Development Services, Economic Development, Engineering, Planning & Zoning, and Public Art) leadership team in the administrative functions of the departments/divisions. This role assists with permit processing, responds to inquiries, and performs clerical duties to maintain efficient operations. The assistant plays a crucial role in delivering high-quality service to residents, contractors, and businesses, ensuring compliance with municipal guidelines and regulations.

Essential Functions

The following duties and functions, as outlined herein, are intended to represent the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Reports directly to the Development Services Administrator, receives direction from the Development leadership team, and provides clerical support for the assigned department/division; processes a variety of documentation assistant with department/division operations within designated timeframes and per established procedures.

Serves as a point of contact for inquiries related to planning, zoning, permitting, code enforcement, engineering, and other development services.

Provides information and guidance to customers in person, over the phone, and via email, helping them understand requirements, processes, and document needs.

Assists in processing permit applications, including intake, document verification, and data entry into tracking systems.

Review applications for completeness, check submitted documents against requirements and communicate any missing information to applicants.

Maintains organized digital and paper records of permits, applications, and inspections following City guidelines.

Scans, files, and retrieves documents as needed, ensuring compliance with record retention schedules.

Communicates with various departments/divisions to assist in the processing and tracking of permits and applications.

Provides updates to customers on the status of their applications and resolves general issues or directs them to appropriate personnel as necessary.

Assists with the preparation of reports, summaries, and routine correspondence.

Schedules inspections, manage appointments, and performs data entry to support daily operations within Development Services.

Collects fees assistant with permit applications, processes payments, and issues receipts according to established protocols.

Processes a variety of documentation assistant with departmental operations, per established procedures and within designated timeframes; distributes documentation or retains records as appropriate.

Communicates with supervisor, employees, other departments, the public, outside agencies, and other individuals as needed to coordinate work activities, review work status, exchange information, or resolve problems.

ADDITIONAL FUNCTIONS

Stays updated on department policies and procedures, as well as any changes in city codes or guidelines.

Relieves call center staff for breaks and lunches.

Performs other related duties as required.

Minimum Qualifications

High school diploma or equivalent; supplemented by one (1) year of general office/clerical experience involving personal computer operations and copying. Must possess and maintain a valid Florida Driver's license.

PREFERRED QUALIFICATIONS:

Familiarity with HTE computer software applications.

Familiarity with planning, zoning, or permitting processes is highly desirable.

Familiarity with scanners and scanning software, Laserfiche preferred.

Familiarity with Florida Public Records Law.

Supplemental Information

COMMUNICATION COMPETENCIES / K.S.A.'S:

The ability to communicate Department and City Goals, Policies, Strategic Plans, and other key information to employees and peers using multiple communication platforms including e-mail and social media.

Effectively communication with supervisor, employees, other departments, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review the status of work, exchange information, or resolve problems.

Accurately and expeditiously receives and delivers messages and information to the appropriate individuals

Ability to prepare accurate and thorough written records and reports

Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal direction

Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.

Ability to communicate clearly and professionally with staff, residents, contractors, and other stakeholders.

Ability to establish and maintain harmonious relationships with Supervisor, customers, other employees, other departments, other governmental and regulatory agencies, and the general public as needed.

KNOWLEDGE, SKILLS AND ABILITIES

General office and administrative procedures, with strong attention to detail.

Ability to handle large rolls of plans and prepare them for scanning.

Ability to use various software applications, including Microsoft Office Suite (Word, Excel, Outlook), and other software systems.

Skill in verbal communication and in preparing effective written communications and materials.

Prioritize and manage multiple tasks efficiently within timelines.

Establish and maintain positive working relationships with staff, external agencies, and the public.

Solve problems and assist customers effectively and professionally.

PHYSICAL AND SENSORY REQUIREMENTS / ENVIRONMENTAL FACTORS:

Physical Ability:

Tasks require the ability to exert physical effort in sedentary to moderate work, but which involve kneeling, bending, and some lifting, carrying, pushing, and/or pulling of objects and materials of moderate weight (25 pounds). Tasks may involve extended periods at a keyboard or workstation.

Work Schedule:

This is a part-time position, typically requiring 28 hours per week. Flexibility in scheduling may be required based on departmental needs.

Sensory Requirements:

Tasks require the ability to perceive and discriminate sounds and visual cues or signals. Tasks require the ability to communicate orally.

Environmental Factors:

Essential functions are regularly performed without exposure to adverse environmental conditions.

The City of Boynton Beach, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act (42 U.S. C. 12101 et. seq.), the City of Boynton Beach will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodation with the employer. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job.

A review of this position has excluded the marginal functions of the position that are incidental to the performance of fundamental job duties. All duties and responsibilities are essential job functions and requirements and are subject to possible modifications to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbent(s) will possess the abilities and aptitudes to perform each duty proficiently.

Some requirements may exclude individuals who pose a direct threat of significant risk to the health or safety of themselves or others. Requirements are representative of the minimum level of knowledge, skills, and ability.

PAY GRADE: 12

Temporary Employee - No pension deductions, not Full Time benefits.

Employer

City of Boynton Beach

Address

100 E. Ocean Ave

City Hall - Human Resources

Boynton Beach, Florida, 33435

Phone

5617426275

5617426275

Website

http://www.boynton-beach.org

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