Code Administrative Specialist

: Description

This position provides responsible, complex administrative support for Code Compliance, Business Tax, and various property registration programs. Employees function in a lead capacity, exercise independent judgment and function without close attention by the immediate supervisor. Position performs essential duties in a division dealing primarily in issues that are legal in nature and consequences of inaccurate work endanger the validity of the code case. Interactions with citizens and property owners or their legal representatives require a high level of professionalism and skill in de-escalating stressful situations.

Examples of Duties

• Researches and analyzes data in order to determine property and/or ownership. Research involves property appraiser's website, recorded county records, clerk of court records, and state division of corporations.
• Researches and analyzes data in order to determine case payoffs (both fines and administrative costs) for property owners, attorneys, and title companies.
• Provides assistance to customer regarding the status of their code cases, giving accurate information so that property owners's legal rights are protected.
• Responds to requests for information from attorneys, title companies, realtors, property owners, and others regarding code case status or reduction of fine process and process official requests in a timely, professional and friendly manner.
• Responds to requests for information from potential business owners, informing them of county, city and state requirements for licensing for a broad range of types of businesses. Properly identifying types of businesses that need complex approvals from the city and referring customers to the proper division.
• Coordinates with Building, Community Development, Fire and Police departments on reviews of business tax and solicitors licenses. Follow up with these division when reviews become delinquent, which often entails dealing with staff at a higher level than themselves.
• Maintains and updates accurate records for local business tax and other registration programs so that renewal notices are sent efficiently and correctly.
• Processes payments to business tax, cod cases, and property registraion accounts, including annual Fire inspection fees, and preparing accurate deposit documents. Updates status of licenses or cases to ensure that proper legal actions do not take place.
• Documents communications from property and business owners in designated software, and relay communications to code officers, making sure to prioritize communication depending on case status and immediacy of hearing date.
• Maintain and update accurate records for code cases including orders from the Special Magistrate, evidence to be submitted at Special magistrate hearings, and mailing records required by state statute.
• Respond to inquiries regarding receipt of payments or payment discrepancies, which may require research in multiple types of software, and resolving discrepancies, using good judgment. Documenting any requests of payment plans when multiple years of license payments are owed.

Typical Qualifications

High school diploma or GED supplemented by three (3) years of experience. This is a designated "Recovery" classification in the City's Emergency Operations Plan and will require the employee occupying this position to work for declared emergencies. Completion of appropriate level of National Incident Management System (NIMS) training is mandatory within one year of employment.