Community Standards Associate

PECCOLE RANCH JOB DESCRIPTION - Community Standards Associate

Title: Community Standards Associate

Department: Administration

Reports to: General Manager

FLSA:  Non-Exempt

Supervisory Responsibilities:  No

Employment Status:  Full-time

Peccole Ranch is an established master planned community with multiple benefited neighborhoods and sub-associations encompassing approximately 4000 residential properties and 57 acres of commercial properties including a public school, Clark County Library, and religious center.  Amenities include a clubhouse, heated pool/spa, tennis courts, playground and 8-miles of paseos, walking trails, and open spaces spread over one square mile.

Peccole Ranch Community Master Association offers a competitive benefits package including:

• Paid holidays
• Vacation and sick time off
• Medical
• Dental
• Vision
• Short-term disability, with optional long-term and life insurance
• 401k (with employer match)

Position Summary:

This position is responsible for partnering with the General Manager to interpret and enforce the design guidelines and community standards in compliance with state law and the Governing Documents including, but not limited to, receiving and processing applications for exterior changes for homeowner and commercial units, inspecting homeowner properties and issuing all appropriate letters concerning community standards and preparing written memorandums and meetings to hold the compliance of the Hearing Panel and Design Review Committee to the same laws.  Must be able to handle multiple tasks and work in a demanding, regularly-changing, diverse environment with documentation and follow-up. Must exhibit a high degree of professionalism and the ability to work with volunteers, the Board of Directors, the community, and the general public on a wide range of projects and issues. Work with homeowners to resolve issues through mutually agreeable solutions, and submit reports to the General Manager.  Critical skills include; initiative in the analysis of workflow and problem resolution, organization and follow through with high-level writing capabilities, editing, and proofreading. Must be self-managed; highly motivated and able to work independently and effectively in a team environment.

Essential Functions:

Administrative

• Responsible to the General Manager to administer policies and directives of the governing documents for the Board of Directors to the Design Review Committee (DRC).
• Administrative duties and oversight of the maintenance of homeowner files as it relates to compliance and DRC including the timely filing, scanning, and cataloging of all homeowner-related correspondence in Association management software.
• Prepare meeting packets, minutes, and correspondence for DRC and Executive Board Hearings.  Oversees and advises the Committees on best practices, historical knowledge of projects, and standard NRS 116 within capabilities.
• Creates well-thought-out articles for the “Community Standards Section” in the regular community newsletter.
• Provide statistical reports and analysis on Design Review operations as required.
• Performs other duties as assigned.

Design Review

• Responsible for the overall day-to-day management, operation, and administration of the Design Review Committee (DRC), and policies as adopted by the Board of Directors of the Association.
• Oversees the design review process from beginning to end; including review of applications within established timeframes and follow-up inspections to ascertain if work has been installed as approved, or installed without approval.
• Issues letters (incomplete, approval, denial) and maintains records in association management software and scans into the appropriate data file.
• Process DRC applications and notify homeowners of any noticed deficiencies in their plans.
• Visit the dwelling if needed and take any pictures required by the DRC to aid them in making their decision.
• Facilitates the operations of the DRC meetings; including room arrangements, and homeowner scheduling so as to provide confidentiality of architectural plans in accordance with NRS 116.
• Direct communication with homeowners regarding the DRC decision and assist with appeals.
• Follow-up for completion of modification.
• Assure annual review and revisions of Design Guidelines by the Design Review Committee.
• Prepares committee recommendations of the Design Guidelines for inclusion in the Board packet.
• Develops and maintains association management software and physical books of exterior home profiles for each community. Compiles a list of replacement product resources and paint schemes for homeowner convenience.

Community Compliance

• Responsible for the overall day-to-day management, operation, administration and uniformly enforce the compliance policies as adopted by the Board of Directors of the Association.
• Responds to resident complaints of covenant violations in a timely manner. Maintains records of covenant violations and follow-up actions in Association management software.
• Performs minimum of monthly inspections of the exterior portion of all Units and Lots to determine compliance with covenants and design standards.  
• Oversees the issuing of violation letters and follow-up inspections to verify compliance.
• Issues letters and maintains records in association management software and scans into appropriate data file.
• Log compliance data and homeowner responses into association management software and scans into appropriate data file.
• Prepare agenda, violation histories, visit site and take pictures to assist at Hearings.
• Facilitates the operations of the Hearing Panel including room arrangements, hearing scheduling and agenda.
• Ensures that state requirements for conducting hearings, taking minutes and maintaining records are met.
• Attend hearings, prepare minutes and draft & mail decision letters to homeowners
• Provides minutes of Committee Actions and Executive Hearing Panel Meetings within 10 days of the meeting.
• Handle homeowner walk-ins and community concern forms
• Complete and mail community concern response cards
• Handle difficult homeowners (threats, obscene language, etc) in a manner which deescalates the situation and provides the homeowner with information for appropriate options and resources.
• Investigate homeowner complaints and take appropriate action to resolve issues.
• Provide suggestions based on violations and issues consistently identified with in the community for annual review and revisions of PRCA Rules and Regulation by Board of Directors
• Design, write, and coordinate compliance publications.
• Maintain compliance manual including monitoring plans.
• Ensures that courtesy patrol staff follows established policy and procedures, particularly safety procedures.
• Inform Community Manager of significant issues that may affect the community.

Minimum Qualifications (Education, Experience, Skills)

• High School diploma (or equivalent)
• Two years of HOA experience (or equivalent)
• Prior administrative office management experience.
• Proficient in MS Office, specifically Excel, Word, and PowerPoint
• Knowledge of VMS and/or SmartWebs software a plus
• Proven ability to manage projects independently

Key Competencies

• Attention to detail and accuracy
• Strong writing skills
• Interpersonal skills
• Good communication skills
• Organizational skills
• Information management
• Problem-solving skills
• Decision-making skills
• Stress tolerance
• Negotiation skills
• Self-starter and ability to work independently
• Conflict management skills
• Works well in a team environment

Salary DOE.  Must be able to pass drug and a background check.

This is an onsite office position; office hours are 7:30 am to 4:00 pm, Monday through Friday.  While performing the duties of this job, the employee occasionally will be expected to work outside of the timeframe of “normal” PRCA business hours for the purpose of supporting community events and attending meetings of the committee they serve or the PRCA Board of Directors. 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle, or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, color vision, peripheral vision, and the ability to adjust focus.

While performing the duties of this job, the employee is occasionally asked to drive their own vehicle and will be compensated at the rate recognized by the IRS.  Additionally, the employee is asked to provide proof of insurance on their own vehicle and a valid driver’s license.

Note:

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position.  Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.

All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities.  To perform this job successfully, the incumbents will possess the skills aptitudes, and abilities to perform each duty proficiently.  Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others.  The requirements listed in this document are the minimum levels of knowledge, skills or abilities.