Administrative Assistant

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

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 inquiries 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.

• Receives supervision from the Resident/General Manager and/or designee.

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 Manager 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.

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…