ACC Administrative Assistant

Administrative Assistant

The Bella Vista ACC Administrative Assistant person will be responsible for providing a wide variety of administrative support to the office and will perform such duties as assisting customers, answering phones, coordinating meetings, processing mailings and filing documents. They will also answer a variety of questions from residents as well as other departments. The ability to answer questions in a clear and calm manner is very important in order to be successful in this role.

Independent Judgement is required in order to effectively plan, prioritize and organize diversified workload. This position reports directly to the ACC Administrator.

Provides excellent customer service to members of the public and employees by greeting the public.

Serve as the main point of contact for the public in responding to questions. Manage multiple modes of communication including phone calls, emails, and social media. Provide information to the public regarding ACC covenants and policies.

Research and respond to citizen requests and complaints and provide proper follow-up.

Use judgement and tact to assist in routing visitors and callers to the appropriate staff member.

Provide support to administrative staff including but not limited to, corresponding verbally and in writing, taking phone messages, data entry, database maintenance, research, and assistance.

Completes complex filing activities such as assigning file numbers, action items, and distribution for project file system.

Draft correspondences and other formal documents.

Coordinate office functions with other departments and division.

Stays informed on Bella Vista information and news.

Works independently and within a team on routing or non-routine projects. May manage projects at the request of the Administrator.

Maintains positive and effective working relationships with ACC employees, and employees from other departments, and has regular, reliable attendance that is non-disruptive.

Knowledge of modern office procedures, equipment (including computers), supporting work related software including but not limited to:
Microsoft applications, Adobe, Outlook, Apple, Android, and Iworq. Must be able to effectively operate standard office equipment.

Ability to work independently and to make sound judgements and decisions.

Ability to communicate clearly and effectively both verbally and in writing.

Knowledge of principles and procedures of basic record keeping.

Ability to maintain confidentiality.

Ability to perform basic math skills (addition, subtraction, multiplication, and division).

Requires the use of tact, initiative, and independent judgement in dealing with difficult citizen complaints, requests for assistance, information or services to the public.

Flexibility and excellent problem-solving skills.

Must be able to switch tasks and prioritize workload with frequent interruptions. Position is required to work under considerable pressure with frequent interruptions and tight deadlines to accomplish assigned responsibilities.

Well organized and detail oriented.

Interest in and ability to learn variety of systems that capture and maintain information.

Ability to accurately receive, analyze, prioritize, and effectively communicate information both internally and externally.

Ability to maintain confidentiality when dealing with sensitive information.

Must possess a helpful and accommodating disposition.

Ability to establish and maintain effective working relationships with ACC employees and Directors.

Valid driver's license.

Must have physical abilities to communicate effectively with others verbally (including on the telephone) and in writing; and understand others' communications, both verbal and in writing.

While performing the functions of this job, the employee is regularly required to sit; move from location to location; use hands to finger, handle or feel; manipulate computer keyboard; and reach with hands and arms. Specific vision abilities to accomplish computer and office work.

Must be able to lift 15 pounds frequently and 30 pounds occasionally.

Must be able to read plans, judge distances, understand others, and be easily understood by others.