What are the responsibilities and job description for the Administrative Assistant - Operations & Compliance position at Town of Fort Myers Beach Florida?

Position : Administrative Assistant - Operations & Compliance

Reports to : Operations & Compliance Director

Emergency Classification : Essential

FLSA Classification : Non-Exempt

Pay Grade : 105

Are you excited about the opportunity to make a meaningful impact in a vibrant coastal community while enjoying the sea breeze? The Town of Fort Myers Beach is seeking a dynamic and organized Administrative Assistant to join our dedicated team! The ideal candidate will excel in maintaining meticulous organization, thrive in administrative coordination, and bring a proactive, solutions-driven attitude to every task.

The Town of Fort Myers Beach is a community on a resilient journey. Working at the Town of Fort Myers Beach means contributing to a town's recovery, rebuilding its spirit, and creating a future that stands stronger than before. If the thought of using your experience, background and skill set to join our dynamic team in this pivotal time excites you, please review the job description below and apply through the job ad.

Town of FMB Offers a Competitive Benefit Package!

Health & Wellness : Comprehensive health insurance plans for you and your family with low deductibles and low annual maximums! The Town of FMB pays 100% of employee only coverage and 50% of dependent coverage. Employer paid life insurance, short- and long-term disability insurance, and gym membership reimbursement.

Work / Life Balance : The Town of FMB offers 5 weeks of PTO Annually, 14 Paid Holidays annually, paid parental leave, and flexible scheduling options.

Retirement Planning : 401(a) / 457(b) Pension Plan with an employer contribution in which you are immediately vested.

and more!

Position Summary

The Administrative Assistant supports the administrative and operational functions of the Community Development, Code Compliance, Environmental and Beach / Parking Enforcement sub-departments within the municipality. Working under the direction of the Operations & Compliance Director, this role coordinates daily operations, manages data entry and reporting, and assists with scheduling, budgeting, and customer service. The Administrative Assistant plays a key role in ensuring that interdepartmental tasks are completed efficiently, regulatory standards are met, and processes are organized to maintain optimal department functionality.

Responsibilities and Reporting During an Emergency Situation : If assigned, employees in this classification will be required to report and carry out duties as directed for the duration of an emergency. Depending on the nature of the emergency, this may require working around the clock for several days on short notice.

EXAMPLES OF ESSENTIAL DUTIES

Provide comprehensive administrative support to the Operations & Compliance Director and assigned departments ensuring consistent communication, adherence to established deadlines and effective operations.
Coordinate and maintain departmental records for the Operations & Compliance director ensuring organization and adherence to record regulations.
Assist with the preparation of reports, presentations, and departmental updates for the Operations & Compliance Director, ensuring accuracy and adherence to municipal guidelines.
Coordinate and manage schedules for department personnel, including meetings, training sessions, and field inspections.
Assist with organizing and scheduling public and community events related to department activities, such as public hearings, enforcement workshops, and community engagement events etc.
Ensure accurate data entry and documentation in compliance management and community development software, supporting timely updates and retrieval of department records.
Support the Community Development department by managing the Short-Term Rental process, including software setup, data entry, and application processing.
Configure, implement, and customize Short-Term Rental (STR) management software to align with operational needs.
Accurately input, update, and maintain STR applications, licenses, and compliance records.
Review submissions, verify documentation, and ensure timely approvals within the system.
Assist in monitoring departmental compliance with federal, state, and local regulations, reporting potential issues to the Operations & Compliance Director.
Serve as a point of contact for public inquiries related to the department, addressing questions and directing individuals to appropriate resources.
Respond to requests and complaints from residents, business owners, and visitors professionally, providing clear and helpful information in alignment with municipal guidelines.
Assist with budget tracking for the department, including monitoring expenses and coordinating procurement requests.
Process invoices, receipts, and other financial documentation to ensure timely and accurate transactions.
Support departmental projects by performing research, data analysis, and compiling reports to assist in strategic decision-making and operational planning.
Assist with project management tasks, tracking project milestones, deadlines, and deliverables to support on-time completion.
Work closely with other municipal departments to facilitate interdepartmental workflows and support community projects.
Coordinate with IT to ensure that software systems and equipment used by the departments are functioning properly, initiating maintenance or troubleshooting as needed.
Draft and distribute public notices, event announcements, and informational materials to support public awareness and engagement for departmental initiatives as directed.
Assist with the development of educational materials on code compliance, community standards, and beach / parking regulations, ensuring clear communication to the public.
Coordinate training sessions for department staff, ensuring they are informed of current policies, procedures, and compliance standards as directed.
Assist in tracking training completion and maintaining records of professional development for department personnel.
Provide written updates and reports pertaining to the department and other assignments as directed.
Assist with data entry tasks, data analysis, and report generation, emphasizing data accuracy and confidentiality.
Collaborate with Town staff on various projects by offering administrative support, including research, data collection, and report preparation.
Participate in forums and presentations as directed.
Perform both routine and special projects as directed.
Attend courses, seminars and other educational opportunities in order to maintain an updated understanding of relevant regulations and standards.
Attends meetings and events as assigned.
Perform emergency response tasks and assignments as directed.
Perform other duties as assigned.

These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required.)

REQUIREMENTS :

Education, Certification, and Experience :

High school diploma or equivalent required; Associate's degree in Public Administration, Business, or a related field preferred.

Minimum of three (3) years' experience in executive administrative support roles required, preferably in a municipal or government setting.

Knowledge, Skills, and Abilities :

Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with compliance, permitting, or municipal software systems.

Strong organizational skills with the ability to manage multiple priorities and deadlines.

Excellent written and verbal communication skills to interact effectively with the public, staff, and external partners.

Knowledge of municipal regulations related to code compliance, permitting, and community development preferred.

Strong understanding of state and local laws governing purchasing, contracts, and bid processes.

Excellent organizational skills and attention to detail, with the ability to manage multiple tasks and meet deadlines.

Exceptional written and verbal communication skills, with the ability to effectively interact with diverse stakeholders.

Advanced knowledge of administrative and clerical procedures and systems such as managing files and records, transcription, and other office procedures and terminology

Advanced knowledge of principles and processes for providing outstanding customer service.

Working knowledge of record maintenance principles and techniques.

Knowledge of the application of a variety of formats and styles and editing principles and techniques.

Knowledge of modern office equipment and various computer programs and applications.

Skill in written, verbal, electronic, and visual communications for effective expression and clarity. The operation of various computers or other electronic devices.

Effective organization, prioritization, and time management skills.

Skill in creating correspondence while exhibiting professional writing.

Ability to maintain confidentiality, manage sensitive information, and demonstrate professionalism in all interactions.

Ability to establish and maintain effective-working relationships with supervisor, co-workers, council members, contractors and all others contacted in course of work.

Ability to adapt to performing under frequent deadlines, re-prioritization of tasks and assignments, and in response to emergencies.

Ability to follow oral and written instructions.

Ability to organize work for timely completion.

Ability to perform arithmetic computations accurately and quickly.

Ability to regularly attend work and arrive punctually for designated work schedule.

Ability to articulate ideas effectively and confidently, demonstrating a capacity to speak publicly at meetings as necessary, ensuring clear communication and engagement with stakeholders.

Ability to work independently and collaboratively in a fast-paced, ever evolving environment.

Ability to work the assigned schedule.

Ability to attend evening meetings / events and respond to emergencies outside of regular business hours as needed.

Physical Requirements :

Task involves some physical effort in standing, bending, stooping, stretching and walking, or frequent moderate lifting (20 pounds); and standard dexterity in the use of fingers, limbs, or body in the operation of shop or office equipment.

Task involves prolonged periods of working at a desk utilizing a computer and keyboard.

Environmental Requirements

Task is regularly performed without exposure to adverse environmental conditions unless as assigned under emergency conditions.

Sensory Requirements :

Task requires sound perception and discrimination.

Task requires visual perception and discrimination.

Task requires oral communications ability.

The Town of Fort Myers Beach is an EOE and DFW.

Employment at the Town of Fort Myers Beach is contingent upon your successful completion of the following :

Pre-employment drug screening, pursuant to the Drug-Free / Alcohol-Free Employment Policy as outlined in the Town's Employee Handbook adopted by Council effective January 2022 .

General background verification.

Salary : $20

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