Administrative Assistant - Part-Time

Job Title:

Administrative Assistant - Permitting & Inspections /

Contracts Department:

Permitting & Inspections Reports To:

Contracts and Development Supervisor FLSA Status:

Non-Exempt (part-time)

Pay Grade:

4

Approved By:

Human Resources Approved Date:

4.8.2026 SUMMARY Supports the daily operations of the Permitting & Inspections Department. This position assists staff with permitting, inspections, Architectural Control Committee (ACC) processes, contract administration, and general administrative functions. The role provides support across multiple areas to help ensure efficient operations, accurate recordkeeping, and timely processing of department activities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following: Other duties may be assigned. Aid in all aspects of the department as directed by the Supervisor. Provide support to department staff in permitting, inspections, contracts, and related activities. Deliver outstanding customer service, making every effort to accommodate customer needs. Maintain a working knowledge of HSVPOA Governing Documents, Rules and Regulations, and applicable policies. Assist with processing, tracking, and maintaining records for permits, inspections, contracts, and related documentation. Assist with coordination of ACC applications, materials, and follow-up items. Support scheduling, tracking, and documentation of inspections and related activities. Assist with preparation, organization, and maintenance of contracts, agreements, and associated records. Assist with invoicing, collection of payments, and tracking of fines and fees in accordance with POA procedures. Maintain accurate records in CitizenServe. Screen visitors, telephone calls, and correspondence directed to the department. Respond to inquiries, complaints, and general correspondence in a professional manner. Assist with preparation of reports, memos, and departmental documentation. Coordinate and communicate with internal departments, contractors, and property owners as needed. Maintain organized filing systems and accurate records. Ensure the safety of patrons and staff through adherence to safety policies and procedures. Maintain a safe, clean workspace at all times. May be required to drive POA vehicle or personal vehicle while conducting POA business. Regular attendance is required. Any other related duties as assigned by supervisor. Requires valid Arkansas driver s license and clean driving record.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 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. Education and/or

Experience:

High School diploma or equivalent and/or specialized secretarial courses or graduation from an Accredited Business School or college with three years experience. Computer experience (Microsoft Office Professional Suite) required. Organization, time management, and multi-tasking skills are required.

Language Skills:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability:

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Certificates, Licenses, Registrations:

Requires a valid Arkansas driver s license and clean driving record.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL

: No. Employees who are designated as required to work when an office closing is authorized.

WORK FROM HOME

: No, unless otherwise approved in advance on a case-by-case basis by Director. As approved by the Director or designee.