Job Description

Job Description

Job Description

Nature of Work:

The Office Manager position is responsible for monitoring the daily activities of the Administration / Member Services Department and coordinating administrative support, as needed, for other Association departments. The Office Manager is responsible for documenting the standard operating procedures used by Administration and supporting effective and efficient day-to-day operation by spot-checking completed work to evaluate compliance.

Job Description and Responsibilities:

General

• G1. Provide exceptional customer service, perform job duties with accuracy and attention to detail.
• G2. Demonstrate integrity and good judgment. Monitors daily activities of Administrative employees of the Association.
• G3. Maintain effective professional relationships at all organizational levels, with the Board of Directors, Management Team, and outside agencies.
• G4. Educate Members and the general public on SVCA rules and standards.
• G5. Perform other duties as assigned by the General Manager.

Administration

• A1. Provide Administrative support to the Board of Directors and General Manager
• A2. Order supplies, ensuring purchases stay within defined budget.
• A3. Track Administrative purchases and provide the Accounting Department with approved invoices and related backup documentation.
• A4. In collaboration with the General Manager, regularly review, update, and monitor compliance with all Administrative standard operating procedures, reporting noncompliance to the General Manager.
• A5. As directed by the General Manager, support staff recruitment efforts; oversee completion of onboarding paperwork and facilitate other human resource programs as directed.
• A6. Support the GM in the administration of employee benefit programs including open enrollment.
• A7. Participate in training new Administrative and Member Services staff.
• A8. Monitor day-to-day activities of all Administrative and Member Services staff, involving the General manager as needed to resolve performance issues or conflicts.
• A9. Approve timecards for Administrative and Member Services staff
• A10. Monitor progress on Administrative projects to ensure tasks are completed on schedule.
• A11. Establish and maintain department records and reports.
• A12. Lead Administrative staff meetings weekly.
• A13. Provide support to member services staff assisting members, providing customer service tools and education to staff by example and formal training.
• A14. Ensure appropriate staff coverage in the Welcome Center.

Document Archive

• D1. Maintain company organization charts and employee directory.
• D2. Establish and maintain an archive of Association documents and records.

Support Board

• B1. Act as the staff liaison to the Board of Directors and committees as assigned.
• B2. Prepare agendas, minutes
• B3. Facilitate communication between the Board of Directors and the Parliamentarian to execute Board directed tasks.
• B4. Communicate Board actions to the appropriate operating departments.

Communication

• C1. Facilitate and document communications to and from the Board of Directors, staff, and community members.
• C2. Track the receipt of and response to member requests and complaints.
• C3. Ensure the community is adequately informed regarding their responsibilities as residents, the resources available to them, day-to-day activities that may affect them, and all other SVCA information
• C4. Maintain and update the SVCA website.
• C5. Ensure that established communications are prepared and deployed as scheduled.
• C6. Support the collection and submission of content for the Views.
• C7. Manage informational and emergency recorded messages.
• C8. Oversee receipt and routing of USPS mail and package deliveries.

Note: This job description is not intended to be an all-inclusive list of the responsibilities, duties, and skills required of personnel assigned to this classification. In addition, all personnel may be required to perform duties outside of their normal responsibilities from time to time to meet the ongoing needs of the Sudden Valley Community Association.

Work Experience/ Educational Requirements: ( Suitable work experience may substitute for Educational Requirements)

• A bachelor's degree is preferred
• 5 years of work experience in the management and administration of business operations, project management, and community services or any combination of education, training, and experience which provides the required knowledge, skills, and abilities.
• Knowledge and proficient use of MS Office applications

Additional Requirements:

• Ability to lift 25 lbs.
• Frequent sitting, some standing, and walking required.
• Extensive use of computer terminal and keyboard.
• Must tolerate moderate noise levels and interruptions in an open office environment.
• Work indoors in controlled conditions and outdoors in potential inclement weather.
• Must successfully pass a background check
• Pre-employment drug screening required

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