San Antonio, Texas
Administrative Assistant Job Opening in San Antonio, Texas - Must be of good moral character; High school diploma or G.E.D., formal training preferred; prior administrative and supervisory experience in a customer services environment; demonstrated proficiency in typing, use of office equipment and personal computer; demonstrated proficiency in verbal and written communication skills in different media; vocabulary, grammatical, and punctuation to edit a variety of different articles and styles to change communication styles depending on context
Knowledge of Microsoft Office Suite, and database
Must display tact, courtesy, patience and discretion in dealing with other staff members, members of the Board, Association committees, Association members and the public.
Must be able to multi-task and juggle tasks as priority demands
Must be able to work as a team member in harmony with and support of other Association staff.
Generally responsible for administration of:
Office
Member Services (customer services)
Human resources
Provide oversight of the office in general:
Assure front office is staffed and trained
Assure supply levels meet requirements
Oversee preparation of resale packages/Resale Certificates and documents
Oversee preparation of Transfers and documents
Provide guidance to Member Services Advisor to assure the best customer service
Assist with special events as needed
Assure mail and drop box are checked daily, mail distributed and checks posted to log prior to deposit
Hall Rentals management and schedule
Human resources activities:
Advertise for vacant positions; screen applicants or refer to applicable manager to screen; schedule interviews; order background checks and drug tests for selectees
Maintains confidential HR records and assure documentation is on file: e.g., I-9 forms, credentials, etc.
Calendarize and maintain birthdays, anniversaries, contact information sheets
Coordinate with Accounting to:
Ensure coupons are sent to homeowners who wish to make prepayments for assessments
Assure credit cards, checks and money orders processed on a daily basis
Provide backup for accounting processes
Coordinate with Communications Manger to ensure that:
Proper corporate and other important notices are included in Passages, Facebook, eBlasts, on marquees, e.g., annual meeting, assessments due, assessments late, how members get membership cards, etc.
Proofread brochures, forms, Passages; publications, etc. before publishing
Organize and conduct New Resident and Neighbors Reception
Collections:
Track accounts under collection
Maintains files in TOPS for accounts under collection
Transfers delinquent accounts to attorney when Association collections procedures are exhausted.
Act as liaison with collections attorney
Tracks payments on delinquent accounts
Act as lead in GNW collections efforts with delinquent accounts prior to turning such accounts over to the attorney.
Handle bankruptcies and foreclosures
Provide back up to front desk as needed.
Act as backup for the Board of Directors prepare meeting agendas; attend, take notes and produce minutes from Board and Annual meetings; maintain corporate records, Board section of website and contact information sheets
Such other duties and responsibilities as may be assigned by the Community Manager.
WORK HOURS:
Normal working hours will vary depending on the needs of the office and discretion of the Community Manager, but generally 10 a.m. to 7 p.m., Monday through Friday: Two monthly evening meetings.
*Please include preferred wage range in your cover letter.
Job Type: Full-time
Required education:
High school or equivalent
Required experience:
Office Management: 2 years
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