What are the responsibilities and job description for the Administrative Assistant position at Private Gated Community?
Responsibilities
§ Entering citation information into the COA citation database currently in an Access data format and calling residents and employers to verify that the cited individual(s) was their responsibility while on Landfall property.
§ Running monthly query of citations for Monthly Report.
§ Drafting and emailing invoice requests to accounting in excel format using Outlook for all citations and fines.
§ Reviewing and correcting reports written by Security personnel and copying them for correction by officers.
§ Entering and synopsizing incident reports on the Monthly Security Incident Report for the Board members and Covenants & Security Committee members into the database format.
§ Entering and synopsizing insecure reports on the Monthly Insecure Report for the Board members in excel format.
§ Scanning and emailing insecure reports to appropriate personnel.
§ Drafting letters to residents and other entities in word format for various reasons i.e. gate contacts, damage to common area, PRV citations, noise complaints, alarm activation letters (warnings and fine letters), etc.
§ Running daily House Check reports for Security personnel/ logging daily sheets and running monthly report numbers for Monthly report.
§ Contacting residents when packages are picked up by Security during house checks and following up with resident regularly until package is picked up. Ensure packages are accounted for in Package Control Log.
§ Filing and maintaining all hard copies of reports for specified period of time.
§ Assist entering guest call in’s in database.
§ Filing and keeping organized files of all citations, letters and resident and employee correspondence.
§ Check and return phone messages left for the Chief and Assistant Chief of Security to determine if the issue can be handled or needs a return call from the Chief and/or Assistant Chief. Inform Chief and/or Assistant Chief of outcome.
§ Follow up on incident reports by contacting individuals on report to see if situation resolved.
§ Entering both hand written and speed camera citations.
§ Running query of citations and reports for monthly work totals.
§ Drafting and delivering invoice requests to accounting for billing.
§ Reviewing and correcting Security reports to include checking revisions and attaching to original report.
§ Checking and updating IPads used to perform daily house checks.
§ Verifying all return home paperwork and confirming through a phone call.
§ Filing and maintaining all hard copies of reports as well as scanning all hand written citations.
Traffic Logix
§ Verify vehicle plates in CMS that have been identified as speeding.
§ Assign violation to the appropriate violator after entering information into the access database.
§ Creating, reviewing and printing letters to be sent out to the violators.
§ Distributing letters to the appropriate department within the company.
§ Organizing and tracking speed camera results in an excel format to keep track of non-verified violators.
§ Enter gate strike data into excel documents.
§ Filing copies of violations into resident account for ARC violators.
§ Track Officer Percentages as it relates to entering driver’s licenses and registration plates.
Requirements: Skills / Abilities
§ Must be able to sit for extended periods of time.
§ Must be able to lift at least 20 pounds.
§ Must be able to work overtime and/or weekends if needed.
§ Must be able to work on-site
§ Must be a team player
§ Must be organized and manage time effectively in all aspects of the job.
§ Strong attention to detail; demonstrated ability for accuracy and thoroughness in work.
§ Flexible and adaptable; able to multi-task, switch gears, manage priorities, and take on additional responsibilities as needed.
§ Must handle yourself in a professional and diplomatic manner at all times.
§ Possess the ability to effectively communicate information and ideas both orally and in writing so others will understand.
§ Practice proper telephone etiquette at all times.
§ Knowledge of relevant equipment, policies, procedures, and strategies to promote effective operations for Landfall Council of Associations.
§ Knowledge of Microsoft Word, Excel, Access and Outlook; Quick Books; multi-line telephone system; computer equipment; fax machine; copier and office filing procedures.
§ Capability of entering, recording, storing, or maintaining information in either written or electronic form. Receiving and obtaining information from multiple sources.
§ Providing information to supervisors, co-workers, property owners, and vendors by telephone, through email, in written form, or in person.
§ Must give full attention to what other people are saying and take time to understand the points being made.
§ Must use logic and reasoning skills in developing solutions, conclusions, or approaches to problems.
Job Type: Full-time
Pay: From $17.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person
Salary : $17