Administrative Assistant - Security Department

Forest Highlands Association•Flagstaff, AZ

6d•$21 - $22

About The Position

In this position, the Office Assistant acts as a point of contact for the Forest Highlands members, as well as to the Director of Security and the leadership team of the Security Department. The position ensures questions from members, contractors, the public and other external customers are answered quickly, professionally, and in a friendly manner. Contacts involve face-to-face interactions, phone calls and email/written correspondence. The position is ultimately responsible for administrative support to the Security Department which includes creating spreadsheets, filing, collating, scanning documents, photocopying, managing maintenance and ordering of office eqipment and supplies and performing fininancial billing taks as well monitoring and updating software systems.

Requirements

Associates Degree and/or 2 years’ experience in administrative or customer relations position
Exceptional written and oral communication skills
Excellent typing skills
Must be highly proficient with Microsoft Word, Outlook and Excel
Exceptional professional demeanor with skills in face-to-face and telephone interaction techniques
Proven ability to execute multiple projects simultaneously and apply relevant interdepartmental information
Self-motivated, great customer service skills, energetic learner with a good sense of humor
Excellent interpersonal, organizational and time management skills
Flexibility in working schedule to include evenings, weekends and holidays as needed (although rare)
Proven attention to detail
Ability to learn and use new software

Nice To Haves

Knowledge of Adobe design software programs helpful
Prior knowledge of Golf Club/HOA operations a plus

Responsibilities

Greet visitors of the Security Gatehouse, assess their needs and explain services, processes and guidelines as related to the Security Department.
Reply to all member/customer inquiries via telephone and email.
Ensure all correspondence is created (typed), reviewed and sent accordingly.
Use tact, discretion, and good judgement in handling sensitive and confidential information.
Create and maintain spreadsheets using advanced Excel functions and calculations to develop reports and lists.
Manage maintenance, order of office equipment and supplies.
Develop various communication documents using Adobe and Microsoft products as requested.
Perform administrative tasks such as filing, photocopying, collating and scanning documents, tracking residential alarm status within the community, and track all transponders issued for community access.
Perform financial billing tasks required by the Security Department.
Answer questions about billing procedures and charges assessed on statements and track and produce quarterly invoices for leased contractor transponders.
Payroll preparation upon request
Rapid Response Monitoring System (RRMS), the alarm monitoring system input, additions and updates
Maintain accurate Member records in the dwellingLIVE (DL) program (resident/visitor management system
Assist with maintaining the resident key system
Assist with maintaining all aspects of the DL and RRMS computer systems
Monitor and maintain the upkeep of the Security Gatehouse
Perform other responsibilities as assigned by the Director of Security and/or Security Leadership Team
Have the ability to work 8 hour shifts, usually Monday-Friday, but be available for altered schedules when departmental needs dictate