Community Services Supervisor

Department: Community Services

Position Title: Community Services Supervisor

Status: Full-Time with Benefits.

Work Schedule: Monday-Friday, 9:00 AM to 5:30 PM (30-minute lunch break)

& Certain Holidays and Special Events

PURPOSE: To oversee and facilitate the daily operation of the Community Services Department and to supervise all Community Services personnel, including Field Coordinators, office assistant, and approximately twenty-five (25) Facility Inspectors during the Low Season and approximately fifty (50) Facility Inspectors and Gate Guards during the High Season.

SCOPE: This position reports to the Community Relations Manager and interfaces with homeowners, residents and guests, Community Services Field Coordinators, CC&R and Architectural Inspectors, and other members of the other departments including: Maintenance, Recreation, Administration/Accounting, as well as public service agency representatives, including, but not limited to, the Irvine Police Department.

RESPONSIBLITIES: The Community Services Supervisor is responsible for, but not limited to, the following assignments:

Community Services Responsibilities:

1. Interviewing and Hiring: Recruit and conduct interviews with prospective Community Services employees, complete paperwork with new employees necessary to begin their employment. Final decisions as to employees hired shall be made in consultation with the Community Relations Manager. Work with Personnel to ensure that all new-hire paperwork has been completed.

2. Orientation and Training: Conduct an orientation session with newly hired Community Services employees in order to introduce them to the Association and that employee’s specific duties. Responsible for the field training of each new employee, which includes spending time in the field with that employee and then conducting both a field and written examination at the end of their three (3) month introductory period, to ensure that the employee has sufficiently mastered their specific responsibilities.

3. Payroll: Verify and correct Community Services employee’s time sheets on a bi-weekly basis and submit those time sheets in a timely manner to accounting.

4. Scheduling: Responsible for the weekly scheduling of the entire Community Services staff. Reconstruct the Community Services schedule each May and August to accommodate the summer and winter seasons. Schedule staff to work private parties at Association facilities.

5. Employee Performance Reviews: Conduct annual performance reviews for each Community Services employee, conduct three (3) month reviews for new employees and for employees completing introductory periods for promotions.

6. Personnel Files: Maintain and update personnel files for Community Services employees.

7. Field Summary: Create a monthly summary of the production of Community Services staff in the field as well as compile other pertinent information on events that occurred in the field during the period. Report is to be submitted to the Community Relations Manager and Board of Directors.

8. In-Service Training: Organize and conduct the annual Community Services In-Service Training meeting held at the beginning of each summer, create an agenda, schedule speakers to address the Community Services staff, purchase prizes to be distributed to employees at the meeting, arrange for a meal to be served to those attending the meeting.

9. Tennis/Pickleball Reservation System: Train the Dispatching staff to print out the daily tennis/pickleball schedules at 10:00 PM and post at the respective facilities.

10. Staff Supervision: Responsible for the daily supervision of Community Services employees, including monitoring their activities in the field and office, and dispatching staff members in response to complaints or concerns regarding Association facilities.

11. Staff Meetings: Schedule a monthly meeting with the entire Community Services staff to generally be held the first Friday of the month at 4:00 PM. Prepare agenda including soliciting Field Coordinators and Community Relations Manager for agenda input. Conduct each meeting and maintain attendance records.

12. Dispatch: Answer radio calls from Community Services, Recreation, and Maintenance employees and prosecute each call to its extent. Determine how each incident in the field will be handled and instruct staff members after a decision has been made.

13. Manuals: Create, maintain, and update manuals instructing Community Services staff in the use of office computers, programs for the Dispatch logs and other pertinent information. Also, create and maintain a field and office procedures manual.

14. Communication: Create and distribute all informational memos to Community Services staff as needed. This should include a memo each month announcing the monthly meeting. Mail correspondence to all individuals/homeowners whose names appear in the daily logs to provide information/education regarding rules violations, facility incidents and proposed disciplinary action.

15. Information Lists: Update and distribute Community Services phone lists, voice mail box numbers, computer log-in codes and all other relevant lists.

16. Building Security: Responsible for the security of the Community Center building including monitoring the alarm system and conducting security sweeps through the building and on the Association property on the exterior of the building.

17. Lenel On Guard Facility Gate Access Monitoring Systems: Monitor the Lenel OnGuard Facility Gate Access Monitoring system while on duty, program gate and restroom access as needed, and train the Dispatching staff to complete these tasks.

18. Record Keeping/Filing: Scan file logs, correspondence, reports, etc. to property management software and place in lot files and other files as appropriate.

19. Logs: Follow up on log entries needing follow-up, including sending correspondence to the parents of all minors which have contact with Community Services personnel regarding rules violations.

20. Barking Dog, Parking, Noise, & Other Nuisances: Responsible for all aspects of barking dog, parking, noise, and other nuisances, including sending appropriate correspondence, scheduling Hearings, arranging for compliance inspections, etc.

21. Special Events & Tasks: Support the Recreation and Maintenance Departments, as requested, with facility sign postings and staffing requirements. This will include, but is not limited to, working the 4th of July, July 3rd event setup, Concerts On The Lake, Movies On The Lake, Holiday Craft Show, the Snow Event, the Easter Egg Hunt, Yappy Dog Events, Meeting & Private Party room setup, covering the front desk lunch closure, etc.

22. Board & Committee Meetings: Complete shopping for necessary food, drinks, and supplies and complete meeting and dinner room set-ups.

23. Staff Luncheons & Holiday Party Events: Complete shopping for necessary food, drinks, and supplies and complete room set-ups.

24. Additional duties as assigned.

Job Qualifications/Skills and Abilities:

1. Education: Associate’s Degree or higher preferred.

2. Strong leadership skills and decision-making ability.

3. Excellent written and verbal communication skills in English and the ability to deal with the public is a must.

4. Professional appearance and strong interpersonal/public relations skills required.

5. Must have the ability to effectively prioritize multiple concurrent projects.

6. Must be self-motivated and able to work with minimal supervision.

7. Must be able to work with a diverse group of residents, homeowners, vendors, board members, committee members, and staff.

8. Must be proficient in Microsoft Office (Outlook, Excel, and MS Word) and be able to type twenty-five (25) words per minute minimum.

9. Proficiency in Lenel OnGuard and ASYST software systems desired.

10. Ability to hear within normal range.

11. Must be able to lift a minimum of thirty (30) pounds for job-related tasks.

12. Must be able to stoop and bend.

13. Must be able to walk on uneven surfaces.

Job Type: Full-time

Pay: $70,000.00 - $73,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off

Schedule:

• 8 hour shift

Work Location: In person