Management Assistant - Administration at City of Aventura – Aventura, Florida

We are seeking a detail-oriented and proactive professional to join our team as an Administrative and Technical Support Specialist. This vital role supports the core operations of our Community Development Department, comprising its three divisions: Planning, Building, and Code Compliance. The ideal candidate will provide a blend of routine and complex technical and administrative support, ensuring staff and consultants have the tools and resources needed to carry out critical programs regulating the built environment. Responsibilities include managing reporting and financial obligations, processing applications, issuing notices, and facilitating timely communication with consultants. If you thrive in a dynamic, mission-driven environment and are committed to operational excellence, we encourage you to apply.

Assist the Director in reviewing and updating the administrative functions of the Department

Provides management of the Department’s public facing information and acts as the Department’s liaison to communications outlets

Prepares various responses required of the Department including but not limited to lien searches and zoning verifications as well as reports and submittals due to other government agencies

Ensures various functions and responsibilities internal to the Department and the City are carried out including human resource management, budgetary, agenda and records functions

Provides support to the ongoing operations of the Building and Planning Divisions, facilitating plan reviews and processing applications as necessary to maintain established response time objectives

Prepares studies, reports and related information for decision-making purposes. Organizes, digitizes, and manages notices and incoming information regarding recertifications, annual maintenance reports, 10-year waterproofing and painting requirements, engineering reports, and unsafe structures cases.

Conducts technical research studies and prepares statistical reports and recommendations for drafting or revising local legislation

Updates a variety of maps. Prepares graphics and maps for a variety of public notices and advertisements, reports, plans, grant applications, publications or meetings.

Assists in maintaining the data base of property information for various departmental purposes.

Communicates with applicants and consultants as relates to site plan applications and related land development proposals

PERIPHERAL DUTIES

Assists city staff in the enforcement of local ordinances and in interpreting city codes and master plans.

Attends professional development workshops and conferences to keep abreast of related trends and developments

Assists other department staff members as needed.

Education and Experience:

(A) Graduation from an accredited four-year college or university with a degree in public administration, planning, or a closely related field, and

(B) Two (2) years’ experience assisting with the administration of municipal business pertaining to land development regulation or building code enforcement

(C) Any equivalent combination of education and experience, additional experience substituting on a year-for-year basis for the required education.

Necessary Knowledge, Skills, and Abilities:

(A) Knowledge of municipal law and planning theories, including their formation, process of adoption, and enforcement; Knowledge of planning programs and processes; Strong working knowledge of software applications, Personal Computers, Microsoft Outlook, Word, Excel, and PowerPoint;

(B) Good communication skills, both written and verbal. Skill in reading, understanding, and applying municipal ordinances.

(C) Ability to communicate effectively orally and in writing with architects, contractors, developers, owners, supervisors, employees, and the general public. Ability to establish effective working relationships.

SPECIAL REQUIREMENTS:

Valid State Driver's License, or ability to obtain one. Candidates will be required to complete and pass a skills assessment as part of the selection process.

SUPERVISION RECEIVED:

Works under the general supervision of the Community Development Director.

SUPERVISION EXERCISED

None generally. May supervise support staff, part-time or temporary employees or volunteers, as assigned. Coordinates closely with the manager of each of the Department’s three divisions.

TOOLS AND EQUIPMENT USED

Personal computer, including word processing, software system administration, and spreadsheets; motor vehicle; calculator; phone; copy and e-mail, various graphic design tools.

PHYSICAL DEMANDS

The physical demands described here 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.

Work is performed mostly in office settings. Some outdoor work is required in the inspection of various developments and construction sites. Hand-eye coordination is necessary to operate computers and various pieces of office equipment.

While performing the duties of this job, the employee is occasionally required to stand or sit; walk; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl; talk or hear.

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 the ability to adjust focus.

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 occasionally works in outside weather conditions. The employee is occasionally exposed to wet and/or humid conditions, or airborne particles.

The noise level in the work environment is usually quiet in the office, and moderate in the field.

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.