City of Tampa

This is highly responsible specialized office support work including advanced technical work in preparing complex draft reports and supporting materials; managing the department database, running queries, data mapping, and data research;, and processing official records and/or documents. Bargaining unit position.

Employee serves as data and database specialist for the Real Estate Department. Employees perform varied and highly specialized work in managing the department databases for project management and documentation management, including data entry, data validation, queries and vetting data, drafting reports, and updating website dashboard. Employee assists in drafting documents for City Council meetings and reviewing and processing official records and legal documents. Duties are of considerable difficulty and involve dealing with highly technical and/or legal terminology. Work products are often used in policy making, necessitating a high degree of accuracy, completeness, and conformance to standards. Positions require significant degrees of accuracy and ability to meet recurring deadlines. Although under direction, many tasks are performed independently requiring considerable initiative and independent judgment because of the highly responsible nature of work assignments. Work is reviewed through conferences, observation, and results obtained.

Management and maintenance of the Real Estate portfolio database and project management systems and is liaison with the Technology & Innovation Department. Oversee updates to systems and ensure Real Estate staff are trained on new functionality/processes. Assists client departments with interface and use of Real Estate systems.

Input and retrieve data into Real Estate Records Management System efficiently and with a high degree of accuracy; ensure all required data is included in reports and meets quality control standards for appropriate formats and accuracy.

Generate maps based on database query results and maintain map data on website and dashboard. Coordinate with City’s GIS Division as needed to integrate data.

Review and validate report content for errors in accordance with department guidelines; makes corrections and/or updates accordingly.

Design and develop reports and analysis through generated reports from Real Estate database and project management systems to produce meaningful metrics.

Assists in the design, development, and recommended improvements to policies, procedures, work methods, forms, workflows, and other management tools; makes recommendations on new improved, or modified business operations related directly to departmental functions.

Develops, implements and maintains a quality assurance program to include performance standards metrics to measure productivity, effectiveness, and customer satisfaction.

Assist in development of department project tracking, reporting, and presentations.

Assist with closeout procedures for project files and records retention and archiving of department documents.

Assist with department reports and support documentation for City Council.

Update department website and dashboard reports.

Receives and screens telephone calls, greets office visitors, answers questions and provides information to the public, including copies of public record documents; conducts research to identify and ensure provision of correct documents requested; instructs public on method of accessing records provided online.

Performs related work as required.

Knowledge of: business English, spelling, punctuation, grammar and composition; basic mathematical calculations; standard office practices and procedures, research and analytical techniques in the extraction and presentation of data; Microsoft Office Suite products including Word, Excel, and PowerPoint.

Ability to: search for, compile data and prepare reports from files and other sources; make decisions in accordance with laws, regulations and policy and apply these to work problems; understand and follow complex oral and/or written instructions; work independently and complete activities assigned; detect errors, maintain accurate records, conduct research of files and records, and prepare reports; perform data entry tasks with minimal errors using various computer software programs, and establish and maintain effective working relationships with other employees and the general public.

Skilled in: operation of office equipment; accurate and concise data entry.

Graduation from an accredited college or university with an associate’s degree in computer science, business or public administration, or related field and two (2) years of office support utilizing various computer programs as the lead/primary support person, including one (1) year experience with data management, business systems, and reporting; or An equivalent combination of education (not less than possession of a high school diploma/GED), training and experience that would reasonably be expected to provide the job-related competencies noted above.

Preference will be given to candidates who have worked in a support role in a real estate environment.

Possession of a valid driver’s license required.

Employees may be required to work rotating shifts, including nights, weekends, holidays and overtime as needed. During periods when the Mayor issues an emergency declaration for the City of Tampa, all employees may be required to work in preparation, response or recovery activities related to the stated emergency.