STAFF ASSISTANT - Community Standards

Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on… The Villages Community Development Districts (The District) tops the list of community development districts that continues to grow in one of the most scenic locations in Florida, The Villages.
Our collective commitment to hospitality, innovation & creativity, hard work and stewardship help employees thrive and excel in many fields within The District.
An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence to join our Community Standards Department.
This position requires a solid background of advanced customer service skills.
The incumbent will enjoy a challenging atmosphere and being part of a productive team that supports The District and its surrounding community.
The District is looking for an individual with a desire to utilize their cutting-edge skills in support of the Community Standards department.
The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits.
Do not pass up this opportunity to be a part of a positive, expanding organization.
Competitive Benefits as a full-time employee of the District include: Medical Insurance (fully paid for employee single coverage) Voluntary health benefits including Dental and Vision Insurance 401(a) Retirement Plan, with contributions funded by the District 457(b) Retirement Plan, permitting employee pre-tax deferrals Flexible Spending programs for both Medical and Dependent Care Employee Assistance Program Paid Time Off Tuition Reimbursement Public Service Loan Forgiveness Eligible Tier 2 qualifying organization for The Villages Charter School JOB SUMMARY Reporting to Administrative Coordinator, position performs complex administrative professional duties in support of the Community Standards Department which includes Architectural Review and Deed Compliance.
This position works closely with the Community Standards Operations Coordinator.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to) Administrative In coordination with the Operations Coordinator, reviews architectural applications for accuracy and contacts contractor and/or property owner if additional information is required, prior to the applications being presented to the Architectural Review Committee.
Recording secretary for the Architectural Review Committee and prepares minutes for the public meetings.
Responsible for ensuring the Official Record of Proceedings are maintained in accordance with Florida State Statute and public record retention.
In conjunction with the Community Relations Coordinator updates the Community Standards website and periodically reviews the website for accuracy.
Provides support for the Architectural Review Committee.
Attends Hometown Social as necessary to give educational presentation on the Community Standards Department to new residents.
Follows applicable guidelines for approved modifications.
Process architectural review applications which include entering in database, photocopying for Architectural Review Committee members, scanning into the access database, and placing phone calls to the contractor/resident when applications are available for pick up.
Provides the Administrative Coordinator with Architectural Review application appeals to the respective Board of Supervisors by providing all pertinent paperwork for the agenda item.
Provides responses to incident reports received through Architectural Review website.
Liaison between the Architectural Review Committee and contractors/residents to ensure accuracy and completeness of the application.
Ability to successfully read boundary surveys and site plans.
On occasion, attends Architectural Review appeals at District Board public hearings.
Reporting Provides the Administrative Coordinator and the Administrative Operations Manager monthly reports for the number of architectural applications and deed compliance issues, with a six-month comparison, that is provided to the Board of Supervisors.
Daily, enters architectural review applications into the access database which is utilized to prepare monthly reports.
On a weekly basis, provides administrative support by scheduling architectural review meetings with the Architectural Review Committee and the developer’s representative for applications that were either denied for various reasons or for applications that require additional information.
General Ensures and facilitates ordering of office supplies, forms and equipment.
Assists in the development and facilitation of work processes to continuously improve the flow of work, quality of services delivered and productivity of the department.
Periodically, attends meetings and functions outside business hours as needed (i.
e.
, Government Day, Health Fair).
Advise Administrative and Operations Coordinator when policies are not being followed or need revision.
Facilitates the maintenance of historical information for department for reference.
Assist administrative staff with special projects as required.
Provides additional support for greeting residents and handling architectural review issues.
Receives calls concerning architectural modifications and deed compliance concerns.
Responds to resident questions regarding building set back lines, property lines, and easements.
Provides excellent customer service to both internal and external customers.
Maintain records for restrictive covenants and plats as they are recorded.
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.
Fosters a teamwork environment.
MINIMUM EDUCATION AND EXPERIENCE High school diploma, GED or three (3) years related experience and/or training, or equivalent combination of education and experience.
Associates Degree or equivalent from accredited two-year college or technical school is preferred.
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 Ability to successfully read, analyze and interpret governmental regulations and legal documents.
Ability to successfully read boundary surveys and site plans.
Skills Intermediate or better proven proficiency in personal computer skills, specifically Microsoft Word, Excel, Access, Outlook and Power Point.
Abilities Proven ability to successfully provide excellent customer service to both internal and external customers.
Proven excellent written and verbal communication skills and professional appearance.
Ability to write reports and respond to resident incident reports.
Well-organized and successfully able to multi-task in a fast-paced environment to meet multiple deadlines.
Ability to work on weekends and after hours to meet timelines, attend meetings and other events as needed.
EQUIPMENT Position regularly requires use of office equipment, including but not limited to telephones, personal computers and productivity software, copier, printers, scanners, and fax machine.
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: The employee is exposed to an interior office environment, with moderate change in temperature.
The work environment is inside an air-conditioned building.
The noise level in the work environment is usually moderate.
There are frequent interruptions from the staff and public for information or assistance.
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: Frequently required to sit for long periods of time, work on computer, stand, bend, talk, and hear, required to walk, use hands, reach, handle or feel objects or controls, push/pull, use hands/fingers, reach forward and overhead, kneel, stoop, twist, squat, sit, balance.
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.