Description

Leland Management 

PENNBROOKE HOMEOWNERS' ASSOCIATION, INC. 

Job Title: Assistant Community Association Manager 

Reports To: General Manager

Department: Administrative & General

Exempt Status: Exempt 

Supervises Others: Yes 

Summary: The Assistant Community Manager is responsible for the supervision of specified departments and assist the General Manager in all operations as requested. Establishes and maintains a positive employee climate to meet or exceed resident expectations. 

Duties and Responsibilities 

Resident Service: 

• Has a friendly, personable style with residents. Anticipates resident’s needs. 
• Responds promptly and follows through on Resident complaints in an effective and friendly manner. Recognizes and rewards effective resident service of staff. 
• Reviews Resident comments E-mails and correspondence complaint letters with employees and replies to the Residents resolving issues and/or concerns. Manages Resident service problems with minimum assistance from GM. Informs GM if serious Resident problems. Develops creative solutions to Resident service problems. 

Technical Knowledge/Operations:

• Attends meetings to develop action plans. 
• Attends Finance Committee meeting with CAM. 
• Supervises and verifies accuracy of reports and paperwork daily. 
• Ensures community inspections are completed and violations letters are sent to owners with follow up. 
• Works with the ARB Committee to prepare files and send notices to owners. 
• Successfully fills in and assists all Resident service operations. 
• Ensure all departmental, management and company instructions are clearly posted and followed. 
• Ensures computer system is operating and is backed-up daily. 
• Ensures all standards of operation for the departments are in place and operating effectively. 
• Knowledge of all Community services and assets. 

Financial Management: 

• Reviews Association revenues and expenditures daily, weekly, and monthly to ensure all departments are operating within budgeted guidelines. 
• Reviews monthly financial statements with the General Manager. 
• Assist General Manager on annual budget preparation. 
• Suggest cost-cutting measures in the operation without affecting quality or service.
• Effectively communicates to GM relevant financial status information.
• Plans staffing needs based on relevant labor information such as seasonal resident fluctuations and economic trends. 
• Reconciles credit card statements and handles the cash payments for bar codes, postage, tickets, etc. 
• Interface with the CPA for completion of the Annual Financial Audit. 
• Interface with the RV Committee in maintaining the RV Storage Lot Site’s records and violations. 

Human Resource Management: 

• Discusses and assists with departmental objectives. Ensures all employees know department goals. 
• Conducts and documents regular department employee meetings. 
• Treats employee fairly, consistently and with respect. Recognizes and rewards excellent performance. Encourages and promotes teamwork. Maintains a positive work environment. Sets a positive example for all subordinates. 
• Ensures that all departments are in full compliance with all Federal, State and Local laws pertaining to Human Resources Employment, Wages & Hour, Occupational Health & Safety (OSHA). American Disabilities Act ADA) and Hazards Communication (MSDS) and any additional laws as may be applicable. 
• Ensures all employees are fully trained in emergency procedures. Ensures key control procedures are in place and followed. 
• Effectively delegates projects and duties.

Training 

• Ensures all employees participate in relevant orientation programs and service skills training. 
• Trains staff on standard department operating procedures and records employee participation and progress. Trainees are supervised by the department head when they begin work to ensure quality control. 
• Insures employees are aware of and trained in safety and emergency procedures as required by law (e.g. earthquakes, hurricanes, fires, etc.). Utilizes highly effective employees to assist in training new employees. 

Community Relations: 

• Maintains communication with local municipalities, government agencies and sheriff’s department. 

Qualifications Requirements: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and position standards. 

Education and/or Experience: 

A minimum of a high school diploma, general education degree (GED) or more than two years related on the job experience. Must have a current CAM License. Must be experienced with computer systems and software such as Microsoft Office, Microsoft Windows, Microsoft Word and Excel, and Email.

Language Skills: 

Must be able to read, write and speak English. Must be able to read and interpret simple and complex documents, reports, and correspondence. Must be able to speak effectively with clear speech to individuals and groups. Multilingual skills helpful but not required. 

Reasoning Ability: 

Must be able to apply common-sense logic and understanding to carry out instructions provided in written and/or oral form. Must solve problems involving several variables in given situations and interpret a variety of instructions provided in written and/or oral form. Must be able to demonstrate effective interpersonal skills, sound judgment and decision-making. Must be able to utilize mathematical skills, including the ability to add, subtract, multiply and divide. Must be able to accurately perceive, comprehend and analyze situations, data, and incidents.

Physical Demands: 

The physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and position requirements. 

Must be able to stand, walk, and sit, talk, and listen. Must be able to use hands and fingers to handle computer work and paperwork. The employee must be able to lift and/or carry up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, and color vision. 

Work Environment: 

The work environment described here is representative of those and employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential duties and position requirements. 

Must be able to work alone without supervision and work well with others. Must have verbal and face to face contact with others. Most of the time will be working inside. Works outside, sometime to perform property inspections; may be exposed to extreme heat or cold during summer and winter months. Must be able to work the necessary hours required to perform the job to its full capacity. Will coordinate vacations in accordance with company requirements and schedules. If required to drive, you must be in possession of a valid driver’s license. Must be able to travel. 

Positive Traits and Skill Set: 

• Achievement Orientation Demonstrates the desire to improve, to do things better, to succeed, by committing oneself to accomplishing challenging objectives or competing against a self-defined standard. 
• Initiative/Proactively: Demonstrates the tendency to act on one’s own, to be persistent, to go beyond the job description, to do more than what is asked, to look to the future. 
• Flexibility: Demonstrates the ability to adapt to work effectively with a variety of situations, individuals, or groups. 
• Commitment to Organizational and Professional Values: Demonstrates the tendency to act consistently in accordance with key organizational and professional values/standards and to promote them within the organization. 
• Organizational Influence and Impact: Demonstrates the ability to effectively influence others, such as providing information and giving others ownership of one’s ideas, developing group support for a position, or using third-party experts. 
• Customer Service Orientation: Demonstrates the desire to serve or do something valuable to others. 
• Creative Problem Solving: Demonstrates the ability to identify patterns between situations that are not obviously related and to identify the key issues in complex situations. 
• Developing Others: Demonstrates the ability to effectively teach, train, develop, or otherwise improve the skills of others. 
• Enablement: Demonstrates the process of facilitating and releasing the capabilities of people to exercise self-management in a manner that benefits the organization. 

This is a guideline, not an all-inclusive job description. The information in this description reflects the general scope and level of work performed by employees within this classification. This is not a complete list of all duties, responsibilities or qualifications required of employees assigned to this position; therefore, management has the right to assign or reassign schedules, duties, and responsibilities at any time. An updated version may be provided or discussed.