Administrative Assistant​/N.m*G.*V

About Lake Wildwood Association

Lake Wildwood is a vibrant, gated community located about an hour northeast of Sacramento in the historic Gold Rush foothills of Nevada County. With abundant outdoor amenities and year‑round recreational activities, our community offers an exceptional lifestyle and remains one of the region’s most desirable places to live.

About the role

• To perform administrative assistant, receptionist, clerical, and security/gate access duties within the Member Services Department.
• Pay Range is $22-$24 per hour with benefits DOE

What you'll do

• Provide excellent customer service and reliable coverage in the fast-paced front office, quickly and efficiently greeting and directing members and other visitors to the appropriate departments. Exercise good judgment and take initiative in resolving issues.
• Routinely exercise tact and poise while communicating clearly and concisely with members, employees and other individuals to answer questions, disseminate or explain information and address complaints. Answer phones, route and/or take messages.
• Process Demands, HOA requests, change of Deeds, POAs, Death Certificates, etc. Collect transfer fees and any outstanding money owed on Lots from title companies and process transfers of property. Ensure accuracy on new Owner and Tenant information including setting up accounts in database and maintaining accuracy and consistency of records; process move-outs (resigned Owners and Tenants) and deposit refunds. Maintain changes to Lot files.
  
  Record and process new Owner / Tenant IDs, Amenity memberships, and assorted fees. As needed, provide orientations to new Owners and Tenants. Pre-process monies for Accounts Receivable such as payments for Assessments, Amenities, Violations, Tenant and Owner fees. Enter payments into point of sale (POS). Process and maintain list of “Member to Member” Rentals.
• Process Violations including generating Violations letters, tracking, and mailing. Maintain spreadsheets and track payments on violations. File violations in Lot files. Send packets to assigned Board Members for Executive Session Violations Hearings. Act as lead on security access database/system and troubleshoot issues. Maintain supplies for access card printer. Bulk load cards and decals into system. Maintain proper access rights for cardholders;
  
  add and remove rights for various amenities. Activate and deactivate access rights of access. Through the internet and other methods, verify Contractor, Realtor, Business license status Workers Compensation, COI, allowing them to qualify for business access card. Send out annual business renewal statements and receive payments throughout the year. Annually validate each active card to ensure that it remains qualified to allow entry and other privileges as identified by current Association Rules.
  
  Annually validate each active Guest card, renew, or deactivate if not authorized or fee unpaid.
• General office work, reception, cash handling, POS, maintenance of office forms, packets, supply ordering and maintenance, scanning, and filing. Other duties as assigned.

Qualifications

• High school education or equivalent.
• 3-5+ years office experience in a fast-paced environment. Light bookkeeping is desirable.
• Must have excellent attention to detail, accuracy, cash handling, and ability to follow directions, multi-task, and follow and enforce Rules. Must possess effective oral communication skills.
• Self-starter, take initiative, complete projects and full scope of work in a timely manner on regular basis.
• Ability to remain focused and adhere to deadlines.
• Interpersonal skills necessary to interact with all levels of staff, HOA members, other departments, and the public in a pleasant, helpful and cooperative manner and ability to work in a team environment.
• Ability to listen, interpret, and convey information in a clear, concise manner.
• Ability to hold in confidence sensitive and confidential matters.
• Ability to learn rapidly and apply and enforce specific rules, policies/procedures.
• Ability to maintain calm in very busy shared work environment is a must.
• Excellent computer skills. Must be proficient in all Microsoft Office Suite programs and become proficient in Jonas and ABDi Access Control software.
• General knowledge of Deeds, Leases, and Family Trusts.
  
  Describe the experience and attributes of the ideal candidate