Architectural Standards Administrative Assistant

About Montgomery Village & Montgomery Village Foundation

Montgomery Village is a large‑scale planned community in the Washington, DC metro area with more than 12,500 homes and 40,000 residents. Established in 1966, the Montgomery Village Foundation, Inc. (MVF) is a 501(c)(4) non‑profit corporation/homeowner’s association that provides services to the residents of the community. MVF owns and maintains more than 335 acres of parkland, 20 tennis courts, 19 recreation and park areas, 13 pickleball courts, 6 pools, 5 basketball courts, 4 community centers, 2 hard‑court soccer courts and a natural amphitheater.

MVF’s mission is to promote the health, safety and welfare of the residents of the community of Montgomery Village, Maryland. For more information, visit

• 401(k) with match up to 6%
• $20K Life Insurance
• Long‑Term Disability Insurance
• Flexible Spending Account
• Dependent Care Flexible Spending Account
• Health Savings Account
• Vacation, Sick and Personal Leave
• 11 Paid Holidays
• Employee Discount on Programs

• Screens incoming department phone calls, answers general questions about the department’s work, and directs specific questions to the appropriate department staff member.
• Provides customer service to residents in person, over the phone, and by email with inquiries related to the department, including the application submission process, the application review process, the enforcement and compliance processes, and applicable review fees.
• Administers the resale inspection process for the department. Distributes resale inspection requests to the appropriate compliance staff, sends daily reminders about resale inspection deadlines, uploads inspection letters and other architectural documents to the Home Wise resale system, prepares the resale certificate information, and updates the internal resale log.
• Maintains all files related to the department’s legal cases; works closely with the director to monitor legal cases and ensure timely follow‑up with residents; prepares appropriate documentation and communications for legal cases with the supervision of the department director.
• Responsible for running reports in the Smart Webs inspection software program and troubleshooting Smart Webs reporting issues with the vendor.
• Maintains the compliance specialists’ monthly follow‑up inspections log.
• Responsible for printing, mailing, and/or emailing decision letters to homeowners.
• Responsible for scanning and saving all files related to an architectural application into the organization’s electronic document storage system.
• Takes notes at weekly departmental meetings and saves and distributes them in a timely manner to the department.
• Organizes and maintains all departmental hard copy and electronic files.
• Ensures all pages of the Architectural Standards Department’s section of the MVF website are current.
• Organizes the department’s office supplies and printer toner and places orders for new supplies in a timely manner.
• Responsible for re‑organizing and re‑labeling all scanned homeowner files within the organization’s electronic document storage system.
• Prepares a daily list of architectural violations where a review fee was added to a homeowner’s account and gives the list to the designated staff in the Financial Affairs Department by close of business each day.
• Updates external property profiles in advance of scheduled inspections as requested.
• Distributes the department’s mail to the appropriate department staff member.
• Contributes to the Department’s Village News articles and social media posts.
• Maintains hard copies of the department’s forms in the MVF office lobby.
• Submits setup requests for all department committee meetings, purchases refreshments for the meetings on the department’s behalf, and ensures the room is set up before the meetings.
• Assists with setup for and attends department events on the weekends (typically one or two events per year).
• Covers front desk duties when emergency coverage is needed – i.e. when the front desk is unexpectedly short‑staffed, or when short‑term coverage is needed during lunch breaks and/or mail runs due to being short‑staffed. Front desk coverage duties are irregular and shared…