Staff Assistant - DPM

Village Center Community Development District•The Villages, FL

1d•Onsite

About The Position

The Villages Community Development Districts (The District) is seeking an individual with commitment, a passion for excellence, and a drive for accuracy to join their Property Management team. This full-time position requires advanced organizational and customer service skills. The incumbent will enjoy a challenging atmosphere and be part of a productive team that supports all departments within The District. The District provides a supportive and engaging workplace committed to developing great talent, coupled with competitive compensation and benefits.

Requirements

High School Diploma or GED.
Three (3) years related experience and/or training.
Valid Florida Driver’s License required.
Thorough knowledge and understanding of clerical procedures and systems such as data management, filing and inventory.
Intermediate or better proficiency in personal computer skills, preferably Microsoft Office package involving Word, Excel, Access, Outlook and PowerPoint.
Adept in writing reports and responding to resident incident reports.
Excellent written and verbal communication skills and professional appearance.
Well organized and able to successfully multi-task, and work under pressure in a fast-paced environment to meet multiple demanding deadlines.
Ability to successfully read and comprehend materials such as memos, correspondence and written orders as needed to ensure work activities are accomplished according to policy and procedure and exchange or acquire information.
Ability to effectively work as member, or leader, of a team by cooperating with others, offering to help others when needed and considering larger organizational goals rather than individual concerns. Includes the ability to build &/or support a constructive team spirit where members are committed to the goals and objectives of the organization.
Ability to successfully review, and accurately classify, categorize, prioritize, and/or analyze data and/or information; Ability to successfully read boundary surveys and site plans.
Ability to successfully communicate thoughts and ideas in a logical, cohesive and comprehensible manner.
Ability to successfully interact with others to include courtesy, tact and diplomacy as needed to provide/gather information, dispatch work orders, and establish effective relationships.
Proven ability to provide excellent customer service to our residents.

Nice To Haves

Associates Degree or equivalent from accredited two-year college or technical school is preferred.
Required FEMA (ICS) certifications must be completed within six (6) months of hire.
Florida Notary Public must be acquired within twelve months of hire.
All candidates and employees must successfully pass background screening.

Responsibilities

Answers and screens incoming phone calls, takes messages or forwards to proper Department representatives.
Greets visitors, community members and contractors, refers to appropriate division or contact.
Works with word processing, spreadsheet and database software to complete tasks.
Provides back-up when necessary to front desk or other administrative personnel.
Schedules appointments and maintains calendars as needed for assigned Department staff.
Performs general, computerized data entry functions; scans inspection files and/or documents.
Copies various forms and distributes to staff and customers.
Performs and maintains departmental filing systems for all project documents, technical reports, permits, inspection results, closeout and miscellaneous documents.
Performs keyboard task in preparing various items for letters, memoranda and reports; maintains various records and reports.
Coordinates with staff and internal/ external stakeholders to schedule meetings, obtain documentation and assist in the coordination of Department Leadership activities.
Assists assigned District personnel with any daily operational duties, including invoicing, account codes, etc.
Assist Division Manager or works independently, with any projects &/or special assignments by conducting research, compiling facts, analyzing data, developing recommendations, observations or summaries, and creating and/or submitting the report(s) including but not limited to Community Development Districts, County, State or Federal government.
Coordinates procedures for systematic retention, protection, retrieval, transfer and disposal of records.
Schedules, prepares agendas, attends, takes and distributes meeting minutes for all assigned Department personnel.
Coordinates and attends all contractor meetings at designed recreation centers.
Schedules and maintains all calendar appointments for assigned District personnel.
Confirms priorities of daily workload on a regular basis to handle multiple tasks.
Works independently and ensures completion of all projects in a timely manner.
Receives and processes work order requests; generating and issuing work orders to approved vendors for assigned Department staff.
Maintains and updates on-call book on a regular basis and accurately changes out vendors when contracts change.
Regularly maintains and keeps the work order database up to date and accurate.
Assists in maintaining and establishing Excel Spreadsheets to track various forms of data.
Monitors and orders supplies for assigned District personnel.
Assists in establishing work procedures and standards to improve efficiency and effectiveness.
Coordinates all turnovers from developer including creating updated billing sheets and work order requests.
Reviews contract exhibits related to purchase of services for accuracy.
Maintains contract files, providing information to Contract Manager regarding renewals, amendments, etc. as requested.
Accurately prepares purchase requisitions or change orders within required timeframes for the timely creation of purchase orders.
Regularly follows up with assigned staff to ensure purchase orders have been received for all requisitions that have been processed.
Codes Bank of America P-Cards for assigned Department personnel.
Adds all necessary information to the turnover documents and sends them to the District Utility Billing Department.
Update and create Contract amendment sheets for Purchasing Department.
Contacts DPM Financial Coordinator for coding accuracy and budget funding.
Sends quarterly reports to the Finance Department for Right of Way maintenance agreements.
Accurately codes invoices for processing, forwarding to assigned District staff for approval within required timeframes.
Creates and accurately maintains billing sheets for vendors.
Keeps apprised of new contracts and addendums on a regular basis and ensures correct amounts are being paid on invoicing.
Verifies all contractor’s insurance is up to date.
Assists in annual budget preparation & documentation.
Directs activities pertaining to contracts for purchase of equipment, materials, products or services.
Prepares contractor performance evaluations for Assistant Director as needed.
Initiates new vendor setups with Purchasing Department as needed, and within required timeframe.
Maintains a working knowledge of the Department's activities and processes.
Follows Department methods, standard operating procedures and policies.
Prepares 72-hour notices and releases for contract enforcement.
Tracking and updating maintenance and replacement schedules for assigned assets under District provided asset management resource.
Responsible for entering service requests into the District provided asset management resource.
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.
Provides world class customer service.