What are the responsibilities and job description for the Office Administrator-Part Time position at Sylvan Shores Property Owners Association?
Job Duties:
- Support of correspondence, computer operations, bookkeeping, report preparation and other duties as necessary as assigned by the board of directors.
- Handle accounts payable/receivable functions including: Receiving of property assessments, campground payments, general ledger accounts, preparation of assessment billing, check writing within QuickBooks and keeping current on all invoices.
- Support Campground reservations/camper agreements and facility reservations.
- Support property inquiries, assist in locating properties.
- Pool oversight when a pool attendant is not on duty. Coordinate schedule of pool attendants.
- Be fully aware of the content of the Association By-laws and Restrictive Covenants.
- Support Board of Directors in correspondence to property owners in support of enforcement of Association By-Laws and Covenants.
- Handle telephone calls and correspondence in a timely fashion-with professionalism
- Be responsible for the technical equipment (computers, printers, copy machine, Fax, etc) and be aware of expiration dates of Association Domain name and Anti-virus programs
- Maintain the “Property for Sale by Owner” book.
- Negotiate Association insurance coverage for events and/or activities that may be held. This would also include umbrella property and liability insurance.
- Provide the contracted Collection Agency with current and accurate date to collect referred accounts.
- Coordinate with the BoD and the Financial Committee in the preparation of the budget. Once prepared and accepted by the BoD, monitor the budget and notify the Financial Committee and the BoD of pending problems, changes in the Association’s financial status and/or needs for budget modification
- Maintain Assessments records pertaining to billing, adjustments, and collection of current and past due accounts record payments promptly to the database and make bank deposits as needed.
- Be responsible for the payment of all bills, such as payroll, insurance, utilities, taxes, etc. The Administrator and the treasurer will communicate with each other to accomplish this
- Compile payroll hours and generate checks for payroll.
- Use licensed, insured tradesmen for contracts, or work contracted out, above and beyond Association staff
- Responsible for the mailing and compiling of the Newsletter.
- Be responsible for the mailing of the notice of Special or Annual meetings
- When possible, assist property owners/potential property owners in the preparation of building approval requests to the Architectural Committee.
- When possible and/or necessary, attend township and county meetings which pertain to the business and future of Association. Also, establish a working relationship with key department heads in Todd County (ie: Auditor, Treasurer, Assessor, GIS, County Attorney, Planning and Zoning, and Commissioner for District 1).
- When possible, assist as a mediator in property disputes between owners.
- Be fully accountable to the Board of Directors and report to the Board as per Association By-laws. Perform other duties as directed by the Board.
Required Skills/Qualifications:
- Excellent computer skills, including MS Excel, Word and Outlook
- Experience with accounting systems (Quick Books)
- Excellent communication skills with the ability to work with others, both inside and outside the organization.
- Must be well organized and have a strong work ethic.
- Must project professionalism and courtesy.
- Available to work Monday through Friday, 11-3. Ability to maintain a part-time, flexible work schedule. An occasional Saturday
Preferred Skills/Qualifications:
- Previous accounting experience a plus.
- Broker license
Job Type : Part-time (potential job share)
Required experience:
- Office administration: 5 year
- Accounts payable: 1 year
- MS Outlook, Word, Excel, Quick Books: 1 year
Required education: High school or equivalent
Job Type: Part-time
Pay: $48,365.00 - $51,574.00 per year
Ability to Relocate:
- Browerville, MN 56438: Relocate before starting work (Required)
Work Location: In person
Salary : $48,365 - $51,574