Staff Assistant - Community Watch

Village Center Community Development District•The Villages, FL

4d•$0 - $19•Onsite

About The Position

The Villages Community Development Districts (The District) is seeking a full-time Staff Assistant for its Community Watch Department. This position requires commitment, a passion for excellence, and a drive for accuracy, along with advanced communication skills. The role offers a challenging atmosphere within a productive team that supports The District and its surrounding community. The District provides a supportive and engaging workplace committed to developing talent, with competitive compensation and benefits. This is an opportunity to be part of a positive, expanding organization.

Requirements

Associates Degree (AA) or equivalent from a Two-Year College or technical school; six months to one-year 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.
Proficient personal computer skills and proven intermediate or better proficiency level in knowledge of Microsoft packages involving Word, Excel, Access, Outlook and Power Point.
Proven ability to provide excellent customer service to our residents.
Excellent verbal communication skills and professional appearance.
Strong work ethic and commitment to providing optimal Customer Service.
Ability to be well-organized & successfully multi-task in a fast-paced environment to meet multiple demanding deadlines.
Proof of Florida Residency.

Nice To Haves

Desire to utilize cutting-edge supervisory skills.

Responsibilities

Directs and oversees department’s daily office operations to ensure smooth functioning of administrative support staff and functions.
Performs administrative/clerical duties and routines related to the management and operation of the Community Watch Department, independently and in conjunction with direction from the Community Watch management team.
Assists with the department’s daily office operations.
Works with all levels of management, department members, residents, public, vendors, and other government entities &/or Public Safety departments with little or no supervision.
Provides support to the Director as needed and works on projects as assigned.
Schedules appointments and maintains calendar.
Schedules/coordinates meetings and room set up as necessary.
Oversees processing and record maintenance of department members training requests, approvals, ensuring successful completion of same through required District and/or HR processing.
Produces data, including but not limited to flowcharts, time management, etc., using current available software, or identifying software needed to produce same, as requested and within required timeframes.
Performs extensive use of queries and reports utilizing Community Watch records management system.
Assists/Creates, edits and publishes various documents as needed, i.e., annual reports, project narratives, various forms and reports, etc.
Produces graphic art projects as directed.
Drafts agendas, takes, distributes and keeps logs of meeting minutes as directed.
Assists with recruitment, selection, and on-boarding of new staff, including posting open positions, setting up interviews, prescreening, reference checks, coordinates new hire processing, uniform distribution, training schedules, years of service and coordinate new hire introduction to Community Watch.
Processes new hire forms (Dream Sheets, Emergency Contacts, Fuel PIN Forms, Driver Authorization Forms, Vehicle Use Agreement, etc.).
Assists with reviewing and revising job descriptions for Community Watch as directed.
Responsible for collecting, tracking and completing the process of all probationary and annual evaluations. This includes review for signatures, dates, goal sheets, etc. Performs follow up tracking with supervisors for mentor evaluations.
Manages all documents as it relates to employees (employee change notice, red and blue schedule & mentor sheet for supervisors, hiring, evaluations, transfers, promotions, terminations, etc.).
Communicates to supervisors any change of staffing due to postings and/or Dream Sheets.
Maintains all employee records in Fire House such as address changes, phone numbers, emergency contacts, etc.
Manages Dream Sheets and processes selection of personnel, working with Supervisors, as positions become open.
Deactivates all Fuel PIN Cards upon resignation/termination of employees.
Assists supervisors to complete Exit Interviews upon employee’s resignation.
Manages and maintains current files on all employees (ECN’s, Training, Evaluations, Counseling, Recognition, etc.).
Prepares employee change notices for payroll processing of new hires, Sub Supervisors, terminated employees, lump sum awards, transfers, promotions, medical terminations, and address changes as needed.
Reviews all Incident and Workers’ Comp forms to ensure all are completed properly and follow up as needed.
Assists with the collection, analysis and communication of budget data for preparation of the annual budget.
Must be able to respond “after-hours” in case of Emergency.
Keeps current with District and Department policies and changes/updates to ensure the ability to abide by and enforces same as it relates to daily duties and responsibilities.
Assists Department Managers with any project by means of reports, statistical data, letters, memos, correspondence, spreadsheets and flow charts.
Responsible for establishing and maintaining official documents and records in appropriate files.
Utilizes Microsoft Outlook to schedule meetings and appointments, write letters, reports and prepare documents as needed.
Assists in the development and facilitation of work processes to continuously improve the flow of work, quality of services delivered and productivity of the department.
Conducts proof reading of department documents as requested prior to release of same by the department.
Prioritizes daily workload while handling multiple tasks.
Performs other duties as assigned.
May be expected to perform additional duties in an emergency.
Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.
Models behavior to the District Core Values at all times.