On-Call Administrative Assistant

With more than 225 branch offices across North America, Associa is building the future of community for nearly five million residents worldwide. Our 11,000+ team members lead the industry with unrivaled education, expertise, and trailblazing innovation. For more than 43 years, Associa has brought positive impact and meaningful value to communities. To learn more, visit www.associaonline.com.

 

Job Description

 

This is an on-call part time position with no set schedule, for onsite staff coverages when they are out.

 

The Administrative Assistant supports and assists general office activities and projects with administrative tasks. Provides customer service support. Under moderate supervision, work may involve contact with homeowners and board members.

 

Duties include but are not limited to:

 

 Organizes and prepares correspondence relating to association business.

 

 Receives and responds to incoming calls from homeowners, Board members and vendors. Follow through on various requests.

 

 Reviews invoices for completeness/accuracy of charges and prepare payable vouchers for manager’s approval if not completed by Telephone Operator.

 

 Processes and distributes incoming and outgoing mail for the office and Associations.

 

 Prepares and assists community managers with monthly board packages and in house mailings.

 

 Updates homeowner and association information in C3 and shared files.

 

 Relieves concierge/telephone operators on an as needed basis.

 

 Keeps work spaces organized and maintained. Alerts Office Manager of low supplies and assists in supply stocking and distribution.

 

 Processes print jobs, scanning and faxing as general office support when needed.

 

 Files association documents for Community Managers. Arranges for delivery and pick up of documents from storage when necessary.

 

 The preceding functions have been provided as examples of the types of work performed by employees assigned to this job classification. Management reserves the right to add, modify, change or rescind the work of different assignment positions.

 

 Other duties as assigned.

 

Requirements

 

Knowledge and Skills

 

 Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.

 

 Professional communication skills (phone, interpersonal, written, verbal, etc.).

 

 Professional customer service skills.

 

 Knowledge of typical business correspondence (grammar, structure, punctuation, spelling, etc.) at a proficient level.

 

 Interpretation and completion of verbal and/or written instructions at a proficient level.

 

 Knowledge of general office equipment (copier, fax, phone systems, etc.).

 

 Knowledge of company policies, procedures and forms.

 

 Confidentiality and discretion in the performance of all duties and responsibilities.

 

 Time management and time critical prioritization skills.

 

Education and Experience

 

 High School Diploma or GED Required

 

 0 – 3 years of directly related or closely related experience

 

Working Conditions

 

 Typical office environment

 

 Frequent social interaction

 

PHYSICAL DEMANDS

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is regularly required to stand and to reach above shoulders with hands and arms in order to file a variety of documents; use hands and fingers to input data to information system; and talk or hear in order to gather and provide information on departmental processes. The employee is often required to sit in order to process information and conduct data entry activities.

 

ENVIRONMENTAL DEMANDS

 

Work is performed in a climate-controlled office without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, toxic agents, violence, disease, or pathogenic substances.

 

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.