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Looking for an experienced Administrative Assistant to join our team! This position works Monday-Friday, 9am-3:30pm. 

POSITION SUMMARY
Under general supervision, this position performs varied secretarial, office assistance, and resident support
functions; acts as a point of contact for the residents concerning HOA inquires and concerns; assists with the creation and maintenance of reports, records, documents, and files; interacts with and assists Resident/General Manager and staff on a variety of general clerical matters; provides information to residents and staff requiring knowledge of building operational services, policies, and procedures; performs technical and front desk support work.

SUPERVISION RECEIVED AND EXERCISED
• Receives supervision from the Resident/General Manager and/or designee.

ESSENTIAL AND GENERAL RESPONSIBILITIES
Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Provides resident services by providing information and interpreting and explaining requirements, policies,
procedures on routine matters in accordance to established guidelines or by referring more complex
concerns to the General Manger as appropriate.

• Performs a wide variety of clerical and administrative support as assigned, including receiving, processing,
and issuing various forms, permits, licenses, applications, and confidential documents.

• Performs a variety of general clerical support functions such as maintaining websites and electronic entry
systems; copy, sort, and distribute documents; send and receive faxes and email; route documents; sorting
and distributing mail; and ordering and maintaining office and other related supplies.

• Verifies and reviews forms and reports for completeness and conformance with established regulations,
rules, and procedures; applies building and other related program policies and procedures in determining
completeness of applications, records, and files.

• Greets residents and visitors; receives and screens telephone calls, providing factual information which
may require the interpretation of policies and procedures; takes messages or routes call to appropriate staff;
assist in and provides service at building front desk as needed.

• Assists in preparing and processes invoices; purchase orders, requisitions; reviews receiving documents and invoices for payment; determining and calculating fees, record payments, and issue receipts; receive
payment for various fees or services; maintaining records.

• Maintain, prepare, proofread and route documents and agreements; maintain department filing systems and records; maintain electronic systems; input and retrieve data; run routine reports; verify completeness and accuracy; assist with research and data collection.

• Receive timecards and other personnel information; review information for accuracy and completeness;
route and process in a timely manner; maintain confidentiality.

• Schedule, attend, and coordinate a variety of meetings and appointments; participates in special events;
take and transcribe minutes of meetings; organizes own work, sets priorities and meets critical deadlines.

• Assists in providing staff support to and serve as recording secretary for assigned boards, committees, and
commissions including preparing, posting, and distributing meeting notices, agendas, and informational
packets, preparing staff reports, coordinating meeting logistics and room set-up, attending meetings, taking
and transcribing minutes, and processing action items.

• Type, format, proofread, print, and file documents, correspondence, letters, memos, reports, forms,
schedules, flyers, event materials, and statistical reports logs, spreadsheets, presentations, agendas, reports, and other materials from notes, drafts, and oral instruction.

• Maintain calendars as assigned, coordinate activities with other groups, residents, and outside agencies.

• Perform related duties and responsibilities as required.

QUALIFICATIONS
Knowledge of:

• Applicable federal, state, and local laws, rules, regulations, ordinances, and building policy and procedures
relevant to the assigned area of responsibility.

• Operations, services, programs, policies, procedures, and processes. Modern office management practices, procedures, technology, and computer equipment and applications, including word processing, database, and spreadsheet applications.

• Organization and function of residential property management.

• Record keeping and filing systems and methods.

• Principles and practices of data research, compilation, and report preparation.

• Basic business arithmetic and bookkeeping.

• Business letter writing and the standard format for reports and correspondence.

• Techniques for providing a high level of customer service by effectively dealing with residents, the public,
vendors, and contractors.

• Recent and on-going developments, current literature, and sources of information related to assigned
programs, projects, and services.

Ability to:
• Interpret, apply, and explain applicable rules, regulations, state and local laws, ordinances relevant to
assigned area of responsibility.

• Maintain confidentiality and be discreet in handling and processing confidential information and data.

• Perform routine and detailed administrative support work accurately within guidelines and procedures.

• Understand the organization and operation of the building and outside entities as necessary to assume
assigned responsibilities.

• Prepare, review, and present reports, correspondence and communications in a clear and concise manner.

• Establish and maintain accurate databases, records, and files.

• Compose correspondence and reports independently.

• Perform arithmetic, financial, and statistical computations accurately.

• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize
own work, set priorities, and meet critical time deadlines.

• Effectively use computer systems, software, and modern business equipment to perform a variety of tasks.

• Communicate effectively, both orally and in writing.

• Establish, maintain, and foster positive and effective working relationships.

• Demonstrate awareness and appreciation of the cultural diversity of the community.

EXPERIENCE AND TRAINING
Experience:
• Two (2) years of increasingly responsible administrative and secretarial experience.

• Previous experience working in direct to consumer or guest services environment preferred.

Training:
• High School Diploma or equivalent education.

• Specialized clerical courses and computer software training in Microsoft Office including, but not limited
to Microsoft Word, Excel, Access, Outlook, and/or PowerPoint is preferred.

WORKING CONDITIONS
The following work environment and physical conditions described here are representative of those an employee encounters while performing essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Environmental Conditions: Office environment; exposure to computer screens.

Physical Conditions:
Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for
prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light amounts of weight; to operate office equipment requiring repetitive hand movement and fine
coordination including use of a computer keyboard; the ability to communicate to exchange information.