Part Time HOA Coordinator

Arizona Department of Administration • Phoenix, AZ

6d • $23 - $25 • Onsite

About The Position

The Homeowner Association (HOA) Coordinator provides essential administrative and operational support to the Department regarding HOA dispute resolution processes. This role is responsible for maintaining the integrity of legal case files, managing complex calendars with critical deadlines, and drafting formal legal documents such as Notices of Petition. The Coordinator acts as a key point of contact for internal and external parties, ensuring timely communication and the seamless execution of mediation and hearing schedules. Ideal candidates possess a background in legal administration, strong attention to detail, and the ability to navigate state government legal requirements in a fast-paced environment. This position has no regularly assigned supervisory responsibilities.

Requirements

• Understanding of legal proceedings, terminology, and standard practices, particularly within an administrative or legal office setting
• Knowledge of how to organize, file, and maintain official legal files including processing documents like petitions and hearing requests
• Familiarity with the Office of Administrative Hearings process and State government legal requirements
• Understands the concept of a Mediation
• Skilled in office operations, including mail processing, file creation, and handling fee transactions
• Experience utilizing the Google Suite. Ability to track complex and critical deadlines
• Proficiency in drafting various legal templates
• Capacity to manage multiple ongoing files, deadlines, hearing schedules, and mediation schedules simultaneously without compromising work quality
• Capability to adjust to changing management guidance, such as responding to deficient petitions based on specific instructions
• Ability to work independently on assigned tasks while also providing support to the team
• Ability to process, organize, and review case files and legal documents to ensure accuracy and compliance
• Employees who drive on state business are subject to driver license record checks, required to maintain acceptable driving records and complete any required driver training
• Requires possession of and ability to retain a current, valid state-issued driver license appropriate to the assignment

Nice To Haves

• Associate Degree, or completed certification in office administration, legal field, or other equivalency

Responsibilities

• Homeowner Association Calendar Management: Track and update all Department deadlines, including hearing dates, petition responses, and mediation schedules
• Homeowner Association Document Filing & Organization: Manage files, including processing responses, withdrawal requests, and rehearing requests, and filing hearing requests with the Office of Administrative Hearings
• Homeowner Association Document Preperation: Utilizing templates draft documents, prepare rehearing packets, and create Notice of Petitions for management review and signature
• Homeowner Association Communication & Updates: Provide timely responses and status updates to all involved parties, ensuring all communication are saved to the file
• Homeowner Association Mediation Coordinator: Manage the mediation process by distributing required forms, scheduling meetings, and updated the Department and involved parties
• Homeowner Association File Intake & Maintenance: Open new files, create necessary folders, process filing fees, and respond to deficient petitions based on management guidance
• Homeowner Association and Enforcement Team Collaboration: Provide general administrative assistance to other team members as needed
• Homeowner Association Mail Processing: Efficiently manage incoming mail and file returned items accordingly
• Other duties as assigned as related to the position

Benefits

• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Life insurance and long-term disability insurance
• Health and dental insurance
• Vacation with 10 paid holidays per year
• Retirement plan
• Sick leave
• Positions in this classification participate in the Arizona State Retirement System (ASRS)
• Enrollment eligibility will become effective after 27 weeks of employment

What This Job Offers

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