Administrative Assistant

GENERAL RESPONSIBILITIES

• BE KNOWLEDGEABLE OF AND COMPLY WITH THE POLICIES AND PROCEDURES OF THE JOHN’S ISLAND PROPERTY OWNERS’ ASSOCIATION. POLICIES MAY BE AMENDED FROM TIME TO TIME.
• MAINTAIN PROFESSIONAL COURTESY WHEN SERVING COMMUNITY MEMBERS.
• PERFORM ASSIGNED TASKS TO THE BEST OF YOUR ABILITY.
• KEEP SUPERVISOR INFORMED OF WORK PROGRESS AND/OR PROBLEMS IN A TIMELY MANNER.
• MAKE SUGGESTIONS FOR IMPROVEMENTS IN OWN WORK AS WELL AS COMPANY PROCESSES.
• MAINTAIN GOOD RELATIONSHIPS WITH SUPERVISOR AND COLLEAGUES.
• ASSIST COLLEAGUES AS REQUESTED AS TIME PERMITS.
• PERFORM OTHER DUTIES NOT SPECIFICALLY DESCRIBED.

BASIC FUNCTION AND SCOPE OF RESPONSIBILITIES

THE ADMINISTRATIVE ASSISTANT REPORTS TO THE DIRECTOR OF FINANCE \& ADMINISTRATION,

PROVIDES ADMINISTRATIVE SUPPORT SERVICES TO MANAGEMENT, AND TAKES INSTRUCTION FROM THE EXECUTIVE ASSISTANT. DEMONSTRATES PROFESSIONALISM, DISCRETION, AND SOUND JUDGMENT,

WHILE PERFORMING ALL DUTIES EFFICIENTLY AND IN A MANNER CONSISTENT WITH THE HIGHEST LEVELS OF CUSTOMER SERVICE.

DUTIES AND SPECIFICATIONS

• EXECUTE ADMINISTRATIVE POLICIES DETERMINED BY OR IN CONJUNCTION WITH MANAGEMENT.
• RECEIVE CALLERS AND VISITORS AT THE ESTABLISHMENT, DETERMINE NATURE OF BUSINESS, AND DIRECT CALLERS AND VISITORS TO DESIRED DESTINATION.
• PROFICIENTLY UTILIZE MICROSOFT OFFICE PRODUCTS TO GENERATE CORRESPONDENCE, MINUTES, AND SPREADSHEETS.
• PROVIDE GENERAL ADMINISTRATIVE SUPPORT TO MANAGEMENT AND THE EXECUTIVE ASSISTANT, INCLUDING PREPARATION OF CORRESPONDENCE, PRESENTATIONS, NOTICES, EXHIBITS, AND REPORTS IN SUPPORT OF THE OFFICE.
• PREPARE WAIVERS AND GATHER INFORMATION FOR SALE OF HOMES.
• ASSEMBLE HOME CLOSING PAPERWORK AND KEEP LOG OF ALL HOMES THAT ARE SELLING/HAVE BEEN SOLD.
• MAINTAIN AND UPDATE ASSOCIATION WEBSITE.
• MAINTAIN W\-9 AND CERTIFICATE OF INSURANCE FORM DATABASE.
• ASSIST IN SCHEDULING APPOINTMENTS FOR MANAGEMENT AND THE VARIOUS PROPERTY MANAGEMENT COMMITTEES.
• TAKE AND PREPARE THE MINUTES OF ASSOCIATION MEETINGS IN PROPER FORM; COPY AND CIRCULATE MINUTES REPORT TO APPROPRIATE INDIVIDUALS; FILE ORIGINAL IN THE ASSOCIATION’S MINUTES BOOK.
• MAINTAIN THE MINUTES BOOKS AND OWNER FILES AS NEEDED.
• MAINTAIN A BOARD ROOM CALENDAR AND SET UP MEETINGS FOR THE VARIOUS ASSOCIATIONS AND COMMITTEES.
• ASSIST WITH MAJOR OFFICE\-WIDE DOCUMENT PROCESSING EFFORTS INCLUDING REPORT PREPARATION AND DISTRIBUTION.
• COLLECT AND OPEN ALL INCOMING MAIL. MAKE CERTAIN THAT CORRESPONDENCE IS BROUGHT TO THE ATTENTION OF THE APPROPRIATE INDIVIDUAL.
• STAMP AND MAIL ALL OUTGOING MAIL.
• ENSURE THAT THE OFFICE IS RUN SMOOTHLY AND KEPT NEAT.
• ORDER OFFICE SUPPLIES, MAINTAINING OFFICE EQUIPMENT, AND OTHER OFFICE MAINTENANCE RESPONSIBILITIES DEPENDING ON NEED.
• SCANNING AND INDEXING INVOICES FOR ACCOUNTING DEPARTMENT.
• PROVIDE PRIMARY FRONT DESK TELEPHONE SUPPORT.
• PERFORM ALL DUTIES AS REQUIRED OR AS ASSIGNED BY THE SUPERVISOR, MANAGEMENT, OR EXECUTIVE ASSISTANT.

REQUIREMENTS

EDUCATION: HIGH SCHOOL DIPLOMA OR EQUIVALENT

EXPERIENCE: FIVE YEARS ADMINISTRATIVE WORK EXPERIENCE; ABILITY TO COMMUNICATE EFFECTIVELY BOTH ORALLY AND IN WRITING; STRONG TYPING AND COMPUTER SKILLS WITH SOLID KNOWLEDGE OF MICROSOFT OFFICE PRODUCTS. ABILITY TO OPERATE EQUIPMENT SUCH AS COPIERS, SCANNERS, ETC.

DISCLAIMER

THE STATEMENTS SHOWN IN EACH SECTION OF THIS JOB DESCRIPTION ARE NOT INTENDED TO BE ALL\-INCLUSIVE. THEY REPRESENT TYPICAL ELEMENTS AND CRITERIA NECESSARY TO SUCCESSFULLY PERFORM THE JOB. JOB DUTIES AND RESPONSIBILITIES OF A SIMILAR NATURE MAY BE ADDED OR CHANGED FROM TIME TO TIME.

Pay: $20\.00 \- $24\.00 per hour

Work Location: In person