Office Assistant

The Office assistant employed by Hartstene Pointe Maintenance Association shall have the primary responsibilities as outlined below and will also be cross trained to perform secondary responsibilities as needed to assist the General Manager and Office Administrator/Bookkeeper. The Office Assistant, Office Administrator/Bookkeeper positions shall help each other and serve as back-up as it pertains to customer service, answering the phone, and office duties. All positions shall be sensitive to the others’ scheduling priorities and be willing to answer phones when support is needed. These are general guidelines. The Office Assistant is expected to perform functions and tasks with a minimum of supervision. Incumbent is required to use tact, diplomacy and mature judgment and refrain from behavior that could reflect negatively on the image of Hartstene Pointe.

PRIMARY RESPONSIBILITIES

1. Customer Service:

• Answer the business phone and the entry gate phone during established office hours 8AM-5PM
• Assist Lot Owners and others who require service at window
• Process Facilities Use Requests
• Keep forms stocked in clubhouse
• Assist Owners with work order requests
• Accounts Receivable: receiving of moneys at the window
• Accounts Receivable: look-up owner’s balances when requested

2. GM & Office Administrator Support:

• Assist GM with all required administrative support requested including but not limited to
• Research and Reporting
• Scheduling
• Data input
• Announcement Drafting
• Assist the Office Administrator with all required administrative support requested

3. Board and Committee Support:

• Assist in preparing materials for BOD meetings. Prepare supporting documents and minutes as requested, assistance setting up Board room/Clubhouse for Board and Committee meetings
• Post Board agendas, supporting documents, and minutes in the Clubhouse and on Condo Control as required
• Prepare mailing of the annual budget, tracking of ballots sent, ballots received and present during ballot counting
• Prepare the election letters and ballots for property owners, including tracking of ballots sent and received
• Provide support as requested to the Board
• Interface with Committee Chairs/members and BOD
• Provide support and help to Committees
• Permit Review Committee Specific Support
• Process all Permit Applications, maintain all pertinent paperwork, forms, and files: hard copy and electronically
• Post PRC documents in the Clubhouse and Condo Control
• Prepare PRC agendas and packets for the committee and board’s monthly meetings

4. Record Management:

• Update property owner’s files as needed
• Maintain permit related records for PRC and Property owners
• Update and maintain governing documents as required
• Maintain and updating gate cards and control software updates as needed
• Maintain owner’s directory on Access for printing owner’s directory

5. Community Correspondence:

• Engage in written communications with property owners, Board Members, and committees including correspondence, agenda, minute, and bulletin board materials support
• Post applicable reports in the clubhouse and on Condo Control in a timely manner: BOD Minutes & Agendas, PRC minutes & Agendas & Applications
• Manage community announcement on Condo Control
• Supply Welcome Packet for new homeowners
• Maintain clubhouse event calendars
• Post new and proposed R&Rs, Bylaws and Policies
• Post monthly Manager’s Report

6. Exclusive Use Areas:

• Assist in the Assignment and management of RV, Boat and Kayak/Canoe storage spaces/rack assignments and records, including invoicing
• Assign and manage Pea Patch plot assignments and records, including invoicing

7. Facility Reservations:

a. Assist in Scheduling facilities use applications

b. Post schedule on appropriate calendars

8. Internal Communication:

a. Notifying the General Manager of problems that need to be brought to their attention

REQUIRED KNOWLEDGE AND SKILLS

1. Understanding of CC&R’s and R&R’s of Hartstene Pointe and the ability to answer questions pertaining to them

2. Maintaining confidentiality in sensitive matters pertaining to Board matters, property owners or personnel

3. Experience in public relations and good customer service skills. Job requires acting in a professional manner when dealing with the public

4. Possess basic office skills such as filing, accurate handling of money, telephone and fax procedures, and calculator use, operating a personal computer utilizing word processing, spreadsheets and data bases, expense management and mailroom handlings

5. Working knowledge of correct grammar, spelling and punctuation for use in correspondence: ability to compose a business letter

6. Experience scheduling work shifts

7. Experience in research

8. Perform duties with minimum supervision

9. Be organized, considerate, efficient, adaptable

10. Must be a high school graduate or equivalent

Job Types: Full-time, Part-time

Pay: From $20.00 per hour

Expected hours: 20 – 30 per week

Schedule:

• 4 hour shift
• Day shift
• Morning shift

Ability to Commute:

• Shelton, WA 98584 (Required)

Ability to Relocate:

• Shelton, WA 98584: Relocate before starting work (Preferred)

Work Location: In person

Salary : $20