What are the responsibilities and job description for the Community Administrative Assistant position at Terra West Management Services?
Essential Functions:
- Receive and respond to all homeowner calls within 24 hours.
- Receive and respond to all homeowner correspondence within 3 days.
- Obtain bids with specifications by deadline supplied by the Community Manager.
- Type and proof all correspondence, newsletters, etc., as requested.
- Type and log violation letter within 7 days of receipt. Log all homeowner violation responses within 2 days of receipt. Levy fines using charge sheet on all ongoing violations within 7 days.
- Receive and log architectural requests and process within 2 days of receipt.
- Complete an Association Closeout Inventory list for turnovers.
- Reserve space for meetings. Attend meetings as requested by Community Manager.
- Assist Community Manager with all preparation and distribution of regular and annual Board of Director’s meetings.
- Pull account histories, homeowner files, etc. as requested.
- Maintain association files.
- Complete the action list provided by the Community Manager by the deadline.
- Serve as backup for the front desk.
- Additional duties may be assigned.
Core Competencies:
To perform the job successfully, an individual should demonstrate the following competencies to perform the essential duties and responsibilities of this position:
- Organizing and prioritizing
- Attention to detail and accuracy
- Maintain confidentiality and exercise good judgment
- Problem-solving skills
- Excellent communications skills, both written and verbal
Minimum Qualifications:
- Minimum 6 months of customer service and/or office experience
- Computer proficiency in Word, Excel and Outlook – typing speed 60 wpm
Preferred Qualifications:
- Docuware or C3 experience
ADA Requirements:
- See and read small print, both on paper and on a computer screen, quickly and accurately.
- Sit for extended periods of time while working at a computer.
- Hear and speak clearly on the telephone and in person.
WORK POSTURE REQUIREMENTS
DESCRIPTION
N/A
RARELY
OCCASIONALLY
FREQUENTLY
CONSTANTLY
Sitting
x
Standing
x
Walking
x
Driving
x
Bending (from waist)
x
Crouching (squat)
x
Kneeling
x
Crawling
x
Climbing (stairs)
x
Climbing (ladder)
x
Twisting
x
Reaching
x
Writs Motion
x
CARRYING REQUIREMENTS
ITEM
DESCRIPTION
Items Carried:
Files / Board books
Distance:
50 steps
Times per day:
5
Maximum Weight:
5 pounds
MOVING/LIFTING REQUIREMENTS
ITEM
DESCRIPTION
Items Moved/Lifted:
Paper files
Times Per Day:
5
Maximum Weight:
3 pounds
MOVING/LIFTING LEVELS/HEIGHTS
LEVEL
FREQUENCY
Floor:
Occasionally
Knee:
Rarely
Waist:
Occasionally
Chest:
Occasionally
Overhead:
Occasionally
PUSH PUL REQUIREMENTS
ITEM
FREQUENCY
Furniture:
Frequently
Shampooer:
None
Vacuum:
None
Utility Cart:
None
ENVIRONMENTAL CONDITIONS
Condition
Yes
No
Inside/Outside
x
Hot/cold Temperatures
x
Wet
x
Noise
x
Power Equipment
x
Traffic Hazards
x
Chemical Hazards
x
Heights
x
Dust
x
Close Quarters
x
Fumes/Odors
x