Temporary Operations Specialist 904

1 month ago

Laguna Woods, United States Village Management Services, Inc Full time
Job DescriptionJob Description

JOB SUMMARY:

Under general supervision, assists with coordination of in-house services and services provided by vendors and contractors, schedules appointments, gives information to callers, prepares written communications,  reviews reports, maintains data and records files and otherwise relieves supervisor of clerical work and minor administrative and business detail; and performs related work as required.  Work involves regular contact with other divisions, departments, residents, vendors, contractors and the public. 

 

 **Three-month Temporary Part-Time Job** 

 

ESSENTIAL FUNCTIONS:          

 

  • Coordinates and schedules appointments for Operations Supervisors and/or Coordinators. Assists with the coordinating, scheduling, and tracking of union personnel, inspector and contractor work activities. 
  • Processes work orders for outside contractor work.  Maintains records of inspection findings, work orders, and contractor work completions. Reviews, codes and compiles vendor/contractor invoices for approval by supervisor/manager. Prepares documentation to obtain public agency permits.
  • Visits sites within the Community to observe and report on property conditions. Gathers material for reports, forms, and summaries; checks against records to secure complete and accurate information. Under direction, prepares requisitions for contractor services, materials and equipment.
  • Takes notes and transcribes into letters, reports, memorandums, and other material.  Composes and types form letters of a standardized nature for review by a superior.  Types a variety of materials from draft copy, notes or detailed instructions.
  • Maintains office files, posts data to records, compiles and computes data from files and other sources in preparing complex reports.  Prepares and maintains moderately complex fiscal, operating and other records.
  • Provides information to the public concerning rules, regulations and activities of operations departments.  Refers difficult and unusual problems to an appropriate supervisor.
  • Assists in the preparation and distribution of agendas and supporting materials for department staff and safety meetings.  Takes notes, transcribes, and distributes minutes and related information.
  • Drives a vehicle to meetings, workshops, and other job related responsibilities.
  • Regular attendance required.  All duties performed on-site for the Community.

 

 

DESIRABLE QUALIFICATIONS:

Graduation from high school supplemented by courses in business.  Experience in dealing with the public in a business environment, keyboarding and clerical work or any equivalent combination of education and experience which produces the following:

 

  • Knowledge of the occupational hazards and safety precautions of the job.
  • Knowledge of PC and applicable software programs.
  • Knowledge of modern office equipment, practices, systems and procedures.
  • Knowledge of secretarial practices and procedures.
  • Knowledge of basic maintenance and construction practices and procedures.
  • Ability to handle multiple tasks during the work day.
  • Ability to communicate effectively with various levels of management and the public.
  • Ability to prepare routine reports and answer questions from records.
  • Ability to read, understand, interpret and explain rules and regulations.
  • Ability to type 55 words per minute.
  • Ability to take notes and transcribe rapidly and accurately
  • Ability to relate to the needs and concerns of senior citizens.
  • Ability to maintain effective working relationships with co-workers, the public and to deal with public relation problems courteously and tactfully.
  • Ability to pass respiratory pulmonary function test.
  • Ability to pass qualitative and/or quantitative respirator fit test.

 

 

SPECIAL REQUIREMENTS:

  • Possession of a valid California Driver’s License.
Company DescriptionVillage Management Services, Inc. provides professional management services to the community of Laguna Woods Village, the largest Southern California independent-living community for people 55 and older. The Village is built on 2,100 acres, features 12,736 homes and is home to about 18,000 residents. Managing Laguna Woods Village is similar to managing a city. VMS, Inc.’s approximately 1,000 employees provide a wide variety of services to Village residents and maintain the community infrastructure. VMS, Inc. is a mutual-benefit, nonprofit corporation. Our commitment to quality and excellent customer service has made Laguna Woods Village one of the most emulated active retirement establishments in the country.Company DescriptionVillage Management Services, Inc. provides professional management services to the community of Laguna Woods Village, the largest Southern California independent-living community for people 55 and older. The Village is built on 2,100 acres, features 12,736 homes and is home to about 18,000 residents. Managing Laguna Woods Village is similar to managing a city. VMS, Inc.’s approximately 1,000 employees provide a wide variety of services to Village residents and maintain the community infrastructure. VMS, Inc. is a mutual-benefit, nonprofit corporation. Our commitment to quality and excellent customer service has made Laguna Woods Village one of the most emulated active retirement establishments in the country.

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