Community Associations Assistant

Lakewood Ranch Inter-District Authority
Job Description
JOB SUMMARY The functions of this position will be assisting the Property Management Coordinator’s with any deed restriction enforcement, modifications management, and rental management within the Lakewood Ranch Community Homeowners’ Associations (HOA). The CAA will have contact with homeowners by phone, written correspondence, and meetings. This position will also perform a variety of highly responsible administrative and operational duties including, but not limited to, providing assistance at the front desk as needed and provide multi-line telephone support. MINIMUM QUALIFICATIONS • High school graduate or equivalent GED. • Minimum of two (2) years combination of customer service and administrative related experience. Equivalent combinations of education and experience may be considered. • Must be punctual; regular attendance is required. • Must maintain a valid Florida driver’s license. • Successful completion of background check and drug screening. KNOWLEDGE/SKILLS/ABILITIES • Knowledge of general administrative practices and procedures. • Knowledge of proper business communications. • Knowledge of modern office equipment, practices, and procedures. • Skilled in computer operations and pertinent software applications including Microsoft Office suite of products. • Must possess a high level of customer service knowledge. • Must possess good organizational skills. • Must possess good interpersonal and communication skills. • Must be able to work as part of a team and foster a positive work environment. • Ability to work in a fast-paced environment with the ability to juggle multiple tasks and demands. • Ability to handle sensitive situations with poise, tact, and diplomacy. • Ability to communicate effectively, both verbal and written. • Ability to exercise good judgment and to make independent decisions in accordance with established department policies and procedures. • Ability to read and comprehend Homeowner Association documents and communicate policies to the homeowners in a clear and concise fashion. ESSENTIAL FUNCTIONS 1. Assist in deed restriction enforcement: Perform site inspections and produce violation notices to homeowners in all HOAs. 2. Assist in modifications management: Ensure changes to the outside of properties are completed according to each association’s documents. 3. Assist in rental management: Make certain of compliance with each association’s policies. 4. Assist with follow-up on recorded violations to make sure they are resolved. 5. Contact with homeowners in all associations by phone, letter, and meetings. 6. Provide homeowners with any pertinent information necessary or requested. 7. Record and maintain homeowner information in database. 8. Generate reports on violations, modifications, and rentals. 9. Greet and assist all customers while assisting the front desk. 10. Answer multi-line telephone to either assist the caller or direct the call to the appropriate staff. 11. May be required to receive or handle money or payments. 12. May be required to assist front desk staff with transponder installation on vehicles and issuing dog park access. 13. Perform general administrative tasks in support of the office, its directors, and managers. 14. Responsible for professional and courteous working relationships with all IDA employees, District Supervisors, and HOA Directors. 15. Responsible for prompt, accurate, and courteous service to all customers and other outside agencies or vendors. 16. Perform all other duties as assigned or needed. SUPERVISORY RESPONSIBILITY No supervisory responsibility for this position. WORKING CONDITIONS Work is conducted primarily in an office environment. Residential property site visits are required and performed on a routine and scheduled basis. Property conditions may vary from site to site. There are occasional trips to other facilities within Lakewood Ranch, at which conditions may vary. This position frequently requires working within strict deadlines. Typically sitting at a desk. Periodically assisting the front desk, installing transponders on vehicles which will require kneeling and bending while outside. Lifting up to 25 lbs. WORKING HOURS Normal working hours are 7:00am to 6:00pm, 40 hours per week, Monday through Thursday. Overtime may be required; position is eligible for overtime pay (1 ½ time hourly rate). ADA COMPLIANCE The Lakewood Ranch Inter-District Authority is an Equal Opportunity Employer. Reasonable accommodations may be made to qualified individuals with disabilities to perform the essential physical functions. Prospective and current employees are invited to discuss accommodations.
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