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Staff Assistant

3 months ago

The Villages, United States Village Center Community Development District Full time
Job DescriptionJob Description

JOB SUMMARY

Performs any range of clerical and administrative duties in support of, and to aid, the Customer Service Department, to include Customer Service, Utility Billing and Communications. Works with a general outline of tasks to be performed and develops work methods and sequences under general supervision to successfully accomplish same within designated timeframes. This is a multi-faceted position responsible for successfully working with residents, customers, and members of the business community. Coordinates financial requests to include but not limited to, budgeting, processing payables, contracting and other departmental operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to)

Administrative

  • Schedules appointments and maintains calendars.
  • Organizes office operations and procedures
  • Ensures and facilitates ordering of office supplies, forms, and equipment.
  • Assists with departmental operations, invoicing, purchase orders and p-card transaction support.
  • Schedules/coordinates meetings and room set up as necessary.
  • Assists in establishing work procedures and standards to improve efficiency and effectiveness of operations while improving customer service.
  • In conjunction with the Communications Coordinator, provides support for updates on the District website and periodically reviews the website for accuracy; Reviews correspondence and responds as necessary.

General/Clerical

  • Provides assistance to managers in Customer Service, Utility Billing and Communications with any and all issues.
  • Assists with any project by means of reports, statistical data, letters, memos, correspondence, spreadsheets, and flow charts.
  • Assists in yearly budget preparation, documentation, and transfers.
  • Drafts agreements, resolutions and agenda requests for review and approval.
  • Create and prepare documents utilizing various software for education and/or presentation purposes.

Communication

  • Responds to inquiries, requests for assistance, concerns, and complaints in areas of responsibility, and maintains an effective relationship with the community, committee members and board members.

Contracts

  • Maintains contract files, providing information regarding renewals, amendments, etc. as requested. Directs activities concerned with contracts.

Community Relations

  • Establish and maintain effective relationships with government officials, employees, and the public.
  • Maintains excellent public relations with communications to the public and other departments and agencies. Ability to work both independently and productively with others. Ability to answer telephones and direct calls to the appropriate department or organization.
  • Ability to represent the District in a professional manner at sponsored functions, Board Meetings, or other meetings as necessary.

Compliance

  • Maintains a working knowledge of the department's activities and processes.
  • Follows department methods, standard operating procedures and policies.

Additional

  • Performs other duties as assigned.
  • May be expected to perform additional duties in an emergency.

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

  • Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
  • Models behavior to the District Core Values at all times.
  • Fosters a teamwork environment.

MINIMUM EDUCATION AND EXPERIENCE

  • High School Diploma or GED; or one-year related experience and/or training; or equivalent combination of education and experience.
  • Associate degree or equivalent from two-year College or technical school preferred.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

  • Valid Florida Driver’s License required.
  • Required FEMA (ICS) certifications must be completed within six months of hire.
  • All candidates and employees must successfully pass background screening.

MINIMUM KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge

  • Intermediate or better proven proficiency in personal computer skills, specifically in Microsoft Word, Excel, Access, Outlook and Power Point.

Skills

  • Well organized and able to successfully multi-task, and work under pressure in a fast-paced environment to meet multiple demanding deadlines.

Abilities

  • Ability to successfully read, analyze and interpret general business periodicals, professional journals, technical journals, governmental regulations, financial reports and legal documents.
  • Proven ability to successfully interact with diverse customer population while providing excellent customer service.
  • Ability to periodically work flexible schedule required to assist in special projects/programs during the course of the year.
  • Excellent written and verbal communication skills and professional appearance and demeanor.
  • Ability to successfully interpret instructions furnished in written, oral, diagrammatic or schedule form to produce required information.
  • Ability to successfully use office equipment, including but not limited to telephones, personal computers and productivity software, copier, printers, scanners and fax machines.

EQUIPMENT

Position regularly requires the use of office equipment, including but not limited to telephones, personal computers and productivity software, copier, printers, scanners, and fax machine.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

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.

While performing the duties of this job the employee will be exposed to the following:

  • The employee is exposed to an interior office environment, with moderate change in temperature.
  • The work environment is inside an air-conditioned building.
  • The noise level in the work environment is usually moderate.
  • There are frequent interruptions from the staff and the general public for information or assistance.

Physical Requirements

The physical requirements described 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 following applies:

  • Regularly required to stand; walk, push/pull; handling/fingering; reach forward; reach overhead; kneeling; stooping; twisting; squatting; sitting; balancing.
  • Frequently required to sit for long periods of time, work on computer, stand, bend, talk, and hear, required to walk, use hands, reach, and handle, or feel objects or controls.
  • The employee must frequently lift and or move up to 25 pounds.
  • Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.