Vacation Rental Compliance Officer

City of Marathon, Florida Job Description Vacation Rental Compliance Officer Department:

Fire Reports to:

Fire Chief Supervises:

None Position:

Full-Time, FLSA Non-Exempt Hourly rate: $30 - $37.50 depending on years of experience and/or certification.

Summary:

This position is responsible for a variety of specialized office work and professional level duties providing support services to the Fire Department and the City's Vacation Rental process.

Essential Duties and Responsibilities:

Assists public interested in vacation renting their home by meeting with them, taking phone calls, responding to emails, and messages in the City's online portal. Verify vacation rental licenses status by searching the database of licensed homes when an inquiry is received. Compiles reports for the public or City personnel regarding vacation rental numbers or other inquired information from the City's online portal. Creates and maintain updates to the Vacation Rental Training PowerPoint which supplies owners/agents/local contacts and the public with new and current general rules and regulations regarding vacation rentals. Assists in creating helpful "HOW TO" pages to aid in the application process which provide step by step instructions on how to apply for a license Creates "HOW TO" pages with instructions on how to apply for an agent transfer, how to view a fire inspection report, and how to register as an owner/agent/or local contact. Instructions are updated and posted on the City's website for convenience. Assists in creating and updating forms for the application process regarding new licenses, renewal licenses, transfer of agent licenses, and agent training license requirements. Assists in creating and updating the Fire Inspection Checklist with pertinent and relevant information to assist in a successful, passing fire inspection. Handles the enrollment and training of vacation rental agents, owner agents, and local contacts via the Vacation Rental Training Session in the City's portal. Supplies instruction in person, via email, or phone to assist applicants in the registration process. Collect and processes payment for training when applicable. Maintains database of all registered agents, owner agents, and local contacts. Instructs applicants when their training expires and assists them in the renewal process. Assess fees for new, renewal, and transfer of agent applications. Works with the Finance Department by creating check requests for refunds if necessary. Check property to ensure renewal applications are submitted within the correct time frame and assess fees if necessary. Processes all new, renewal, and transfer of agent vacation rental license applications. Includes checking applications for accuracy, ensuring all supporting documentation including but not limited to; Warranty Deed or Property Appraiser Card, DBPR license, Monroe County Business Tax Receipt, Monroe County Tourist Tax Account Number, Florida State Sales Tax Certificate, LLC or Corporation paperwork, notarized form for type of application, and Exit Diagram/ Floor Plans are current and correct. Ensure the applicant is a registered owner or agent with the City. Ensure the local contact listed on the application is registered with the City. Cross references the property appraiser website to ensure the number of bedrooms and bathrooms is concurrent with application submission. If discrepancies are found, work with the Planning and Building Department regarding unpermitted work, or inhabitable space. If work without permits is found, work with the Code Department to ensure it is cited. Check properties for any open Code cases or Building permits. Hold or suspend licenses per Code Director direction if necessary. Work with the Code Department to report requested information regarding licenses when needed. Work with Code Department to ensure licenses are stopped or revoked as needed. Work together with the Property Appraiser's office to identify vacation rental homes committing homestead fraud. If applicants fail to respond to notices in the portal, email or call them directly for follow up information. Send out (via the City's online portal) expiration notices if found while viewing licenses. The City's online portal sends out automatic courtesy reminders regarding expiration of licenses 4 times within a 90-day period. Evaluate the courtesy reminder emails to see if applicants received them, or opened them, assess fees if late renewals were submitted. Assists in responding to citizen inquiries or complaints. Performs other related duties as assigned.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or

Experience:

Must have a High School Diploma or GED. Must possess a valid Florida driver's license. Ability to use proficiently Microsoft Office and other related Medical & Fire Rescue software.

Preferred Education and Experience:

Associate's or Bachelor's degree in Public Administration, Business Administration, Hospitality Management, Urban Planning or related field. 3-5 years of progressively responsible administrative experience with prior experience in municipal government, regulatory/licensing environments, vacation rental or hospitality industry. Working knowledge of local, state, and federal regulations governing vacation rentals, Florida DBPR licensing processes and tax requirements. Familiarity with Code enforcement procedures and property appraiser systems and land use data. Ability to interpret ordinances, municipal codes, and compliance requirements. Demonstrated experience handling, high-volume customer interactions, complex or escalated customer issues, strong conflict resolution and de-escalation skills. Ability to explain technical regulations in simple terms lead training sessions or presentations confidently. Fire Inspector a plus.

Language Skills:

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to respond to common inquiries or complaints from employees, customers, regulatory agencies, other governmental units, or members of the business community. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public.

Mathematical Skills:

Ability to add, subtract, multiply and divide, using whole numbers, common fractions, and decimals. Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.

Reasoning Ability:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Public Relations:

Public relations will be an integral part of each employee's job. Employees will be courteous, helpful and conduct themselves in a manner which is appropriate for an employee in public service.

Other Skills and Abilities:

Ability to meet the public in person or over the telephone in a courteous and professional manner; work harmoniously with numerous personalities; have a high level of initiative and be able to work with minimal supervision; be able to fit into a public/professional office environment; self-motivated; ability to effectively manage multiple projects, meet challenges and deadlines, maintain focus and appropriate conduct under pressure; familiarity of municipal government desirable; must be willing to work extra hours as required. Ability to maintain confidentiality is mandatory.

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. While performing the duties of this job, the employee is regularly required to sit for moderate periods; use hands to manipulate objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms, stoop, kneel, crouch, or crawl, and travel up and down stairs. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.

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. The noise level in the work environment is usually moderate to heavy

Contact Information Phone:

(305) 743-0033

Email:

hr@ci.marathon.fl.us Hours Monday - Friday 8:00 AM - 5:00 PM