341-Mail and Copy Services - 2020-341 Office Asst I

Office Assistant I

Village Management Services, Inc.'s mission is to serve the residents of Laguna Woods Village with the highest level of customer service and professionalism, making Laguna Woods Village the premier active-adult community in Southern California. We value integrity, quality, dedication and open communication in a rewarding and challenging environment.

Under general supervision, performs various clerical and business services activities that follow generally prescribed or established procedures and related work as required. Regular attendance is required for this full-time position.

Assists with managing the mailroom reception desk, handling incoming telephone calls, and addressing questions related to Central Services and assigned areas.

Assists with creating rough drafts of documents from dictating machines or general instructions, including forms, letters, accounting and financial statements, payrolls, receipts, vouchers, departmental reports, permits, and other material.

Assists with typing routine correspondence and preparing report narratives and tabulations.

Assists with searching files for requested data and operates the copy machine as required.

Processes incoming and outgoing mail as appropriate following the published schedules.

Operates the assigned vehicle to deliver mail throughout the community and transports outgoing mail to the post office, in compliance with traffic laws and company policies.

Operates mailroom machinery and equipment in the services room, including the postage meter, inserting, folding, and cutting machines, ten-bin collator, booklet maker, laminator, and reader printer.

Informs the supervisor regarding postal rates, meter expenses, postage due for mail, and postal regulations. Ensures that personal mail is not processed using management's funds.

Collaborates effectively with co-workers and both internal and external customers. Shares ideas in a constructive and positive manner. Listens to and considers suggestions from co-workers objectively. Keeps commitments by updating supervisor on work progress, timelines, and issues. Addresses problems constructively to find mutually acceptable and practical business solutions. Greets others by their name, title, or another respectful identifier. Respects the diversity of our workforce through actions, words, and deeds.

Maintains necessary records to ensure accurate billing for non-departmental postage users.

Assists with searching documents in microfiche using a reader printer when required.

Truck, copy machine, inserting machine, folding machine, cutting machine, ten-bin collator, booklet maker, Cannon reader printer, laminator, and postage meter equipment.

While performing the duties of this job, the employee is in a climate-controlled indoor office, spending time in an air-conditioned vehicle and normal outdoor elements.

Graduation from high school including, or supplemented by, typing courses and some experience in general clerical work or equivalent combination of education and experience which produces the following:

• Knowledge of the occupational hazards and safety precautions of the job.
• Knowledge of modern office equipment, practices, and procedures.
• Knowledge of business English, spelling, and arithmetic.
• Ability to maintain adequate and accurate production of repetitive work during regular work periods.
• Ability to set up and type various letters, records, reports, and related materials.
• Ability to operate standard office machines and equipment.
• Ability to establish and maintain effective working relationships with others.
• Ability to read, understand, and apply postal regulations to everyday mailing situations.
• Ability to learn the operation of a postage meter and other machines assigned to the Central Services Office.

Possession of a valid California driver's license.

While performing the duties of this job, the employee is frequently required to lift and carry up to 20 lbs. and occasionally lift and carry up to 100 lbs. and frequently crouch, grasp, kneel, pull, push, and reach.

While performing the duties of this job, the employee reads, solves problems, uses his verbal and written communication skills, and frequently handles customer contact, interruptions, and multiple tasks.

VMS is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit and business need.