Administrative Assistant, District Services

Summary

The Administrative Assistant is responsible for assisting the District Manager with various administrative duties as they relate to the assigned Districts with only occasional instruction or assistance.   Assigned work requires the use of judgement in selecting appropriate procedures and solving routine and non-routine issues based on knowledge gained through experience. Positions at this level receive only occasional instruction or assistance and are fully aware of the operating procedures and policies for their position.

Essential Functions

• Transcribe monthly meeting minutes.
• Prepare agenda packages (accumulate contents, draft agendas, copy and collate agenda packets) for all assigned districts by set deadline.
• Handle phone calls, emails and information requests from District homeowners, clients, vendors, and internal customers.
• Coordinate with vendors and subcontractors on various projects while keeping District Manager apprised of the situations/changes.
• Submit newspaper ads. Coordinate publication dates. Act as a liaison between Manager and newspaper vendor.
• Maintain district files (resolutions (including updating index), minutes, contracts, policies, etc.).
• Manage digital district files (set up new ones, maintain existing ones).
• Interact and assist clients and District staff with administrative needs.
• Non-essential duties include other job-related duties as assigned.

 Education

Required - High School diploma or GED.  

Experience 

Required – minimum of four (4) years office work experience.

Preferred – previous property management experience.

Job Knowledge

• Knowledge and application of Microsoft Word, Outlook and Excel is required.
• Knowledge of Community Development Districts desired.

Job Skills

• Ability to work independently in a fast-paced environment. 
• Ability to coordinate/manage multiple projects at the same time.
• Ability to interact and communicate effectively with colleagues and customers/clients at all professional levels. 
• Demonstrates organization, attention to detail, problem solving, creative, and independent thinking. 
• Demonstrates a commitment to the company’s philosophy of high quality, professionalism, and organizational culture. 

Work Environment 

Professional office environment. 

Physical Demands

Physical demands are essentially those of sedentary work.