Staff Assistant - Administration

Village Center Community Development District•The Villages, FL

4h•Onsite

About The Position

The Villages Community Development Districts (The District) tops the list of community development districts that continues to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work and stewardship help employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence to join our Administration department. This position requires a solid background of advanced customer service skills. The incumbent will enjoy a challenging atmosphere and being part of a productive team that supports The District. The District is looking for an individual with a desire to utilize their cutting-edge skills. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization. JOB SUMMARY Performs any range of clerical, administrative, and secretarial duties in support of, and assists the Executive Coordinator and the District Manager(s). Works with a general outline of tasks to be performed and develops work methods and sequences under general supervision to successfully accomplish within designated timeframes. Provides directions and oversees the department’s daily office operation. This is a multifaceted position responsible for working effectively with residents, customers, elected officials, contractors, and members of the business community. Assists with financial requests, budgeting, contracting, and other departmental operations.

Requirements

Associate's Degree from an accredited two-year college or technical school; or two years related experience and/or training; or equivalent combination of education and experience.
Valid Florida Driver’s License required.
All candidates and employees must successfully pass background screening.
Ability to successfully read, analyze, and interpret general business periodicals, professional journals, technical journals, or governmental regulations, financial reports and legal documents.
Intermediate or better proven proficiency in personal computer skills, specifically in Microsoft Word, Excel, Access, Outlook, Teams, PowerPoint, and Adobe.
Proven ability to successfully provide excellent customer service to our residents.
Excellent written and verbal communication skills and professional appearance.
Proven ability to successfully interact with a diverse customer population while providing excellent customer service.
Ability to successfully interpret instructions furnished in written, oral, diagrammatic or schedule form to produce required information.
Ability to successfully use office equipment, including but not limited to telephones, personal computers and productivity software, copier, printers, scanners and fax machines.

Responsibilities

Schedules appointments and maintains calendars for District Manager(s), as well as coordinating meetings and arranging room setup as necessary.
Organizes office operations and procedures, and oversees the acquisition, distribution, and storage of office supplies.
Assists Executive Coordinator with departmental operations, such as invoicing and coding.
Assist in establishing work procedures, standards to improve efficiency and effectiveness of operations while improving customer service.
Reviews correspondence to and from the District Manager's office and drafts a response as necessary, for the District Manager's review.
Draft, edit, update, and manage correspondence and memoranda on behalf of District Management.
Responsible for planning, coordinating, and organizing internal team-building events, including the Annual Holiday Party, potlucks, and similar activities and/or events.
Set up computers or other technology needs for department speaking engagements.
Review, update, and enhance communication presentations for the District and department to ensure clarity and consistency.
Assist Executive Coordinator with any project by means of reports, statistical data, letters, memos, correspondence, spreadsheets, and flow charts.
Assist in yearly budget preparation, documentation, and transfers.
Drafts Agreements, Resolutions, and Agenda requests for the District Managers' review and approval.
Assist District Clerk, Senior Deputy Clerk and Administration as requested.
Assists the Asset Management Department as requested.
Assist with preparation, assembly and distribution of agenda packages for Board of Supervisors’, Committees, Work Groups and other appropriate meetings which fall under Sunshine/Public Records Law.
Coordinate necessary public notice for meetings as required by Florida State Statute.
Assist with landowner elections for the District Boards.
Prepares new Board Supervisor Binders
Maintain effective relationships with government officials, employees, and the public.
Maintains excellent public relations with communications to the public.
Ability to answer telephones and direct calls to the appropriate department or organization.
Maintains a working knowledge of the department's activities and processes.
Follows department methods, standard operating procedures and policies.
Performs other duties as assigned.
May be expected to perform additional duties in an emergency.