ADMINISTRATIVE ASSISTANT - CW

Village Center Community Development District • The Villages, FL

107d

About The Position

The Villages Community Development Districts is seeking a detail-oriented Administrative Assistant to work with our Community Watch department. If you excel at juggling multiple priorities, love creating efficient systems, and take pride in providing exceptional service to both residents and team members, this is your opportunity to make a real difference in Community Watch operations. From managing house checks and coordinating patrol logistics to handling recruiting activities and supporting administrative operations, you'll touch every aspect of our department's daily success. You'll work independently while collaborating with all levels of staff, ensuring residents feel heard, team members have what they need, and operations run like clockwork.

Requirements

• High School Diploma or GED; or one to two years related experience and/or training; or equivalent combination of education and experience.
• Proven intermediate or better ability in Microsoft Office programs (Microsoft Word, Excel, PowerPoint, and Access).
• Proven ability to accurately access, input, and retrieve information from a computer using aforementioned programs.
• Excellent written and verbal communication skills and professional appearance and demeanor.

Nice To Haves

• Associate’s Degree or equivalent from two-year college or technical school preferred.
• Knowledge as required to support the Essential Duties and Responsibilities.

Responsibilities

• Receives incoming calls and relays messages in a timely manner to appropriate staff members.
• Verifies ID and signs in all guests or vendors.
• Assists in proofing department materials for accuracy prior to distribution.
• Assists in maintaining and establishing Excel spreadsheets to track various forms of data.
• Assists in preparing and updating PowerPoint presentations as necessary.
• Researches official documents.
• Confirms priorities of daily workload on a regular basis to handle multiple tasks.
• Works independently and ensures completion of all projects in a timely manner.
• Keeps administrative staff apprised of important issues and assists in daily departmental operations as needed.
• Handles new, extensions & cancellations of House Checks (HC) & Resident Out of Area (ROA) in databases received from Customer Service.
• Handles HC problems that are received by dispatch or patrol and then contacts homeowners or key holders of issues.
• Prints & distributes daily HC forms for patrols and enters daily HC numbers in monthly HC spreadsheet.
• Sends HC Dispatch Supervisors Resource Report to Dispatch for their use on notifications of HC issues.
• Scans & renames HC forms returned by patrol by residents’ name, then enters those forms into the residents completed HCs folders & then shreds the original HC forms for the protection of the resident’s information.
• Fills needed supply requests for gate or patrol personnel.
• Produces Word Maps for current villages and new villages.
• Produces patrol area maps for the patrol districts.
• Produces or adjusts patrol logs and/or supervisor & patrol daily vehicle check list.
• Collects & collates returned patrol logs in patrol order per 4-day shifts, then scans logs & places the logs into the appropriate monthly folder.
• Collects & collates returned pre-patrol vehicle check list by patrol, tabulates daily mileage, enters mileage into Excel spreadsheets, then scans sheets & moves scanned files into correct month in yearly mileage folder.
• Produces yearly & monthly Blue & Red Calendars for CW staff members.
• Reports any issues of patrol logs and or vehicle check list to Patrol Operations Manager.
• Assists with mandatory training for current and new personnel taking written or computer-based tests.
• Schedules training rooms and coordinates room set up as necessary.
• Performs all duties associated with recruitment, selection and hiring of candidates.
• Posts jobs.
• Reviews applications and forwards to management for review.
• Pre-screens candidates.
• Works with management in selection of interview panel and schedules interviews.
• Coordinates any candidate computer-based tests or shadowing.
• Completes references.
• Awards jobs.
• Completes tracking sheets and paperwork for Human Resources.
• Works with Human Resources to ensure onboarding of candidates and follows-up when necessary.
• Processes new hire paperwork, contact information, IT and department related forms.
• Ensures that new hires have access and permissions for cloud-based programs.
• Greets visitors, residents and contractors, refers to proper offices.
• Answers questions and provides assistance to guests by directing them to proper facility.
• Answers and screens incoming phone calls, takes messages, or forwards to proper personnel.
• Responds to resident inquiries, references any question or concern they might encounter.
• Picks up, date stamps and routes incoming mail to proper recipient.
• Provides back-up when necessary to other office personnel.
• Supports overall HR function as needed daily by assisting and/or serving as back-up to other HR staff as needed.
• Tracks Dream Sheets and awards positions.
• Responds and performs recovery duties as assigned by immediate supervisor in case of emergency or crisis (hurricane, flood, etc.).
• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.

Benefits

• Medical Insurance (fully paid for employee single coverage)
• Voluntary health benefits including Dental and Vision Insurance
• 401(a) Retirement Plan, with contributions funded by the District
• 457(b) Retirement Plan, permitting employee pre-tax deferrals
• Flexible Spending programs for both Medical and Dependent Care
• Employee Assistance Program
• Paid Time Off
• Tuition Reimbursement
• Public Service Loan Forgiveness Eligible
• Tier 2 qualifying organization for The Villages Charter School

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED