Find & Apply For Office / Administrative Assistant Jobs in Ocean Park, Washington

This position is authorized by the Board of Trustees and reports directly to the Business Manager. The Administrative Assistant will follow the guidelines set out in the Surfside Association Articles of Incorporation, Bylaws, Restrictive Covenants, and operations manual in all decisions. This position provides first point of contact for customer service to internal and external customers and performs a variety of administrative support activities for the Board and business office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties and responsibilities listed below are intended to provide a representative list of the various types of work that may be performed. Specifications are not intended to reflect all duties performed by the Administrative Assistant. 1. Serve as Administrative Assistant to the Board. 2. First point of contact for all members and community questions (in person, email, phone). 3. Prepare and distribute Board packets and all documents for Board meetings. Prepare motions and resolutions; prepare and distribute minutes; post agendas, meeting notices and other related material. Set up recording of meeting. Attend all Board meetings as required. Follow up on motions passed at each monthly meeting. 4. Assist members with the complaint and compliance processes; the water service process; compactor passes; RV Permits, notary service; copies, and all other requirements. 5. Process and log all incoming and outgoing correspondence to/from the Board and maintain files. 6. Handle arrangements for the annual meeting and Board election; assist at the registration desk at annual meeting. 7. Update the governing documents with Board approved changes. 8. Responsible for document retention of all Board documents. 9. Maintain member database, process property transfers. 10. Maintain RV Storage documents. 11. Contact for all prospective members/real estate agents on purchasing/selling, covenant questions, permitting, building, restrictions, etc.

ADDITIONAL RESPONSIBILITIES

1. Process payments for members. 2. Maintain and update member mailing list. 3. Communicate with Water Department when members request water turn on/off, or water leaks. 4. Provide support to committees, assist assigned committees with preparation of meeting materials; assist with set up of events. 5. Prepare and distribute welcome bags for new members in coordination with community relations committee. 6. Prepare, update and distribute information to members, (i.e. maps, permits, utilities, etc.). 7. Place purchase orders for office supplies. 8. Assist with HOA website and social media updates. 9. Perform other duties as assigned.

QUALIFICATIONS FOR EMPLOYMENT

Education:

1. Completion of twelfth grade or equivalent.

Experience:

1. Two years of similar administrative support experience including extensive customer service. 2. OR combination of appropriate education, training, certifications and experience will be evaluated on an individual basis for comparability to the minimum education and experience requirements.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

1. Office practices and procedures and operation of standard office equipment. 2. Applicable software programs, such as MS Office Suite (Outlook, Excel, Publisher, PowerPoint, etc.), spreadsheets, databases, and software required for the position. 3. Effective verbal and written communication skills; interpersonal and customer service skills.

Skills and Abilities to:

1. Take direction from others in a willing and cooperative manner. 2. Deliver excellent customer service. 3. Make accurate mathematical calculations. 4. Understand and carry out verbal and written instructions. 5. Maintain confidentiality of information. 6. Take direction in a willing and cooperative manner. 7. Read, write legibly and converse in the English language. 8. Work independently and effectively as a member of a team.

PHYSICAL REQUIREMENTS

Work is primarily performed in an office setting. Some walking, standing, bending and carrying light items may be required. The incumbent may be spending a major part of the workday exchanging information orally and via telephone over a counter. Such duty may require prolonged periods of standing. Occasionally, the incumbent may experience stressful situations in the process of resolving problems of an immediate nature, such as facing an irate customer dissatisfied with information received, action taken or to be taken by the organization, or denial of service for cause.

Pay:

$22.45 - $25.75 per hour

Benefits:

Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Work Location:

In person