Administrative Assistant/Bookkeeper
Oaknoll Oaknoll Thousand Oaks, CA Thousand Oaks, CA Part-time Part-time From $21 an hour From $21 an hour 15 hours ago 15 hours ago 15 hours ago Job Description Administrative Assistant/Office Manager
Summary:
This position requires a self-starter who is well organized, articulate, and comfortable working with the public in a customer-service capacity.
This position will support all administrative functions of a 419-unit age-restricted condominium community under minimal supervision.
The ideal candidate will have excellent computer and organizational skills.
Qualified candidates should have a working knowledge of management practices and accounting procedures.
Familiarity with Homeowner Associations and CC&Rs is strongly desired.
Essential Duties and
Responsibilities:
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
CUSTOMER SERVICE / COMMUNICATIONS:
Greets scheduled and walk-in visitors and responds in a positive, respectful, and professional manner at all times.
Courteously answers and screens the office telephone and directs calls accordingly.
Takes detailed messages, arranges conference calls, and/or meetings.
Prioritizes emergency repair request calls by immediately informing the Community Manager, or Maintenance staff.
Creates newsletters, bulletins, and other community communications and postings as directed.
Reads and routes incoming mail, including email and website postings.
Locates and attaches appropriate file to be answered by the Community Manager.
Supports the Community Manager with the handling of all homeowner requests received by telephone, in person, in writing, or via the internet.
DOCUMENT MANAGEMENT Under the direction of the Community Manager, organizes and maintains Association records, documents, and homeowner correspondence with relation to Association business procedures.
When requested, composes correspondence and communication for same.
Assists with all administrative functions and keeps all records in good order and keeps community forms updated.
Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence, including email and faxes.
Manages bulk mailings for annual budget and other required disclosures, to include director election notifications and ballot distribution.
Organizes and maintains filing system, both virtual and actual, and files correspondence and other records.
Creates new forms as needed and maintains procedure manuals.
2 As requested, composes violation letters to residents and handles phone calls with regards to same and reports findings to the Community Manager for resolution of problems in accordance with regulations established by the Board of Directors.
COMMUNITY SUPPORT Maintains applicable databases.
Updates websites - including meeting dates, meeting agendas, meeting minutes, board rosters, and community events.
Provides updates to appropriate personnel/board members who utilize this information.
Manages online scheduling for common area use.
Assists in coordinating with Community Manager and maintenance staff, outside contractors and homeowners all Board approved repairs.
At the request of the Community Manager and the Board of Directors, attends board meetings and assists in administrative tasks and recording of meeting minutes.
Additionally, assists with annual members' meeting handling notices and agendas.
Aids the Community Manager with the coordination of meeting packets, prepares and distributes to Board of Directors prior to scheduled meetings as directed.
Assists homeowners with clubhouse rental.
Accepts deposits and required forms and explains rules and regulations and kitchen access.
Updates calendar with clubhouse use dates, committee meetings, and special events.
Performs routine bookkeeping functions, to include:
o Processing vendor invoices for payment and assembling packet to be picked up by billing service.
Receives completed checks from billing service and validates prior to obtaining board signatures.
Distributes to vendors following board signatures.
Maintains vendor files.
o Processes payroll and maintains personnel files.
o Liaises with bank, billing service, and accountant.
Requirements:
Knowledge, Skills and Experience High school diploma or equivalent.
Minimum three years general administrative experience.
Previous industry experience highly desired Excellent communication skills, both oral and written Customer service driven Proficient in Microsoft, Word, Excel, PowerPoint, and Outlook Strong organizational and time management skills Ability to multitask.
Job Type:
Part-time Pay:
From $21.
00 per hour
Benefits:
Paid time off Schedule:
Monday to Friday Ability to commute/relocate:
Thousand Oaks, CA 91360:
Reliably commute or planning to relocate before starting work (Required)
Experience:
Customer service:
3 years (Preferred) Work Location:
In person Administrative Assistant/Office Manager.
Estimated Salary: $20 to $28 per hour based on qualifications.
Summary:
This position requires a self-starter who is well organized, articulate, and comfortable working with the public in a customer-service capacity.
This position will support all administrative functions of a 419-unit age-restricted condominium community under minimal supervision.
The ideal candidate will have excellent computer and organizational skills.
Qualified candidates should have a working knowledge of management practices and accounting procedures.
Familiarity with Homeowner Associations and CC&Rs is strongly desired.
Essential Duties and
Responsibilities:
The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
CUSTOMER SERVICE / COMMUNICATIONS:
Greets scheduled and walk-in visitors and responds in a positive, respectful, and professional manner at all times.
Courteously answers and screens the office telephone and directs calls accordingly.
Takes detailed messages, arranges conference calls, and/or meetings.
Prioritizes emergency repair request calls by immediately informing the Community Manager, or Maintenance staff.
Creates newsletters, bulletins, and other community communications and postings as directed.
Reads and routes incoming mail, including email and website postings.
Locates and attaches appropriate file to be answered by the Community Manager.
Supports the Community Manager with the handling of all homeowner requests received by telephone, in person, in writing, or via the internet.
DOCUMENT MANAGEMENT Under the direction of the Community Manager, organizes and maintains Association records, documents, and homeowner correspondence with relation to Association business procedures.
When requested, composes correspondence and communication for same.
Assists with all administrative functions and keeps all records in good order and keeps community forms updated.
Makes copies of correspondence or other printed materials, prepares outgoing mail and correspondence, including email and faxes.
Manages bulk mailings for annual budget and other required disclosures, to include director election notifications and ballot distribution.
Organizes and maintains filing system, both virtual and actual, and files correspondence and other records.
Creates new forms as needed and maintains procedure manuals.
2 As requested, composes violation letters to residents and handles phone calls with regards to same and reports findings to the Community Manager for resolution of problems in accordance with regulations established by the Board of Directors.
COMMUNITY SUPPORT Maintains applicable databases.
Updates websites - including meeting dates, meeting agendas, meeting minutes, board rosters, and community events.
Provides updates to appropriate personnel/board members who utilize this information.
Manages online scheduling for common area use.
Assists in coordinating with Community Manager and maintenance staff, outside contractors and homeowners all Board approved repairs.
At the request of the Community Manager and the Board of Directors, attends board meetings and assists in administrative tasks and recording of meeting minutes.
Additionally, assists with annual members' meeting handling notices and agendas.
Aids the Community Manager with the coordination of meeting packets, prepares and distributes to Board of Directors prior to scheduled meetings as directed.
Assists homeowners with clubhouse rental.
Accepts deposits and required forms and explains rules and regulations and kitchen access.
Updates calendar with clubhouse use dates, committee meetings, and special events.
Performs routine bookkeeping functions, to include:
o Processing vendor invoices for payment and assembling packet to be picked up by billing service.
Receives completed checks from billing service and validates prior to obtaining board signatures.
Distributes to vendors following board signatures.
Maintains vendor files.
o Processes payroll and maintains personnel files.
o Liaises with bank, billing service, and accountant.
Requirements:
Knowledge, Skills and Experience High school diploma or equivalent.
Minimum three years general administrative experience.
Previous industry experience highly desired Excellent communication skills, both oral and written Customer service driven Proficient in Microsoft, Word, Excel, PowerPoint, and Outlook Strong organizational and time management skills Ability to multitask.
Job Type:
Part-time Pay:
From $21.
00 per hour
Benefits:
Paid time off Schedule:
Monday to Friday Ability to commute/relocate:
Thousand Oaks, CA 91360:
Reliably commute or planning to relocate before starting work (Required)
Experience:
Customer service:
3 years (Preferred) Work Location:
In person Administrative Assistant/Office Manager.
Estimated Salary: $20 to $28 per hour based on qualifications.
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