901-Maintenance Operations - 2035-901 Operations Specialist

Village Management Services•Laguna Woods, CA

2d•$17 - $24•Onsite

About The Position

Under general supervision, the Operations Specialist assists with coordinating services provided by staff, vendors, and contractors; schedules appointments; provides information to callers; prepares written communications; reviews reports; maintains data and records; and relieves supervisors of clerical and minor administrative and business duties. The role involves regular contact with other divisions and departments, residents, vendors, contractors, and the public. All duties are performed on-site for the Community, with regular attendance required. The position coordinates appointments and work activities, processes contractor work orders, maintains inspection and completion records, reviews invoices, and prepares permit documentation. Depending on the reporting assignment, the employee may manage an Assistant Director’s schedule and support daily activities through note-taking, report preparation, information gathering, and follow-up. The role also includes site visits to observe property conditions, preparing requisitions and reports, maintaining office and fiscal records, assisting with department and safety meetings, and driving to job-related meetings and events. The employee typically works in a climate-controlled indoor office, although some duties may involve short-term work outside the office. The job requires frequent communication and customer contact, attention to detail, handling multiple concurrent tasks and interruptions, and the ability to work constructively and respectfully with coworkers and the public.

Requirements

High school graduation supplemented by business courses, plus experience dealing with the public in a business environment, keyboarding, and clerical work, or an equivalent combination of education and experience.
Knowledge of occupational hazards and job safety precautions.
Knowledge of PCs and applicable software programs.
Knowledge of modern office equipment, practices, systems, and procedures.
Knowledge of secretarial practices and procedures.
Knowledge of basic maintenance and construction practices and procedures.
Ability to handle multiple tasks during the workday.
Ability to communicate effectively with various levels of management and the public.
Ability to prepare routine reports and answer questions using records.
Ability to read, understand, interpret, and explain rules and regulations.
Ability to type 55 words per minute.
Ability to take notes and transcribe rapidly and accurately.
Ability to relate to the needs and concerns of senior citizens.
Ability to maintain effective working relationships and handle public relations problems courteously and tactfully.
Ability to pass a respiratory pulmonary function test and a qualitative and/or quantitative respirator fit test.
Possession of a valid California Driver’s License.
Ability to perform the stated physical duties, including extended sitting and keyboard use, and occasional kneeling, pushing, pulling, stooping, and lifting or carrying up to 10 pounds.
Ability to read, solve problems, perform detail work and multiple concurrent tasks, communicate verbally and in writing, and manage frequent customer contact and constant interruptions.

Responsibilities

Coordinate and schedule appointments for Assistant Directors, Managers, Operations Supervisors, and/or Coordinators.
Assist with coordinating, scheduling, and tracking union personnel, inspector, and contractor work activities.
Process work orders for outside contractor work and maintain records of inspection findings, work orders, and contractor work completions.
Review, code, and compile vendor and contractor invoices for supervisor or manager approval.
Prepare documentation to obtain public agency permits.
Manage an Assistant Director’s schedule and assist with daily activities, including note-taking, report creation, information gathering, and task follow-up, when assigned to report to the Assistant Director of Maintenance and Construction.
Visit Community sites to observe and report on property conditions.
Gather and verify material for reports, forms, and summaries; prepare requisitions for contractor services, materials, and equipment under direction.
Take notes and transcribe letters, reports, memorandums, minutes, and other materials; compose and type standardized form letters and other materials from drafts, notes, or instructions.
Maintain office files, post data to records, compile and compute data, and prepare moderately complex fiscal, operating, and other records and reports.
Provide the public with information concerning rules, regulations, and operations department activities; refer difficult or unusual problems to an appropriate supervisor.
Assist with preparing and distributing agendas and supporting materials for department staff and safety meetings, and take, transcribe, and distribute meeting minutes and related information.
Drive a vehicle to meetings, workshops, and other job-related responsibilities.
Maintain effective, constructive, and respectful working relationships and keep others informed of work progress, schedules, and issues.
Maintain appointment schedules, screen and refer callers, and respond to information requests about programs and activities. (Non-essential function)