The Administrative Assistant position reports to and receives all direction from the General
Manager. The Administrative Assistant employee must respect the position of the Board of Directors but should not accept direct work instruction from Board Members, unless approved by the General Manager.
JOB SUMMARY
Assist the General Manager with office duties as assigned by the GM, which include but not limited to, computer work, phone calls, filing, keeping records, greeting homeowners and guests, monitoring recreational areas, and distributing information per Lake Village Governing Documents.
Establish and maintain employee files as necessary to comply with Local, State, and Federal Regulations and according to the Governing Documents established by the Lake Village Homeowners Association Board of Directors.
ESSENTIAL FUNCTIONS OF THE JOB
Maintain and update information on the front counter.
Maintain homeowner’s database and send the document package to new owners.
Greet Homeowners and Guests when entering the Lake Village office.
Distribute temporary and permanent parking passes and recreation passes, and ensure guests and visitors are aware of Lake Village rules & regulations.
Answer phones and take messages, check for communications (email, mail, website, fax) regularly, and respond as appropriate.
Process mail to be sent out regularly.
Assist with bank deposits and check mail as needed
Assist the General Manager with opening, reviewing, and initialing all bank statements
Perform duties associated with Payroll processing. Create payroll runs to be reviewed by the General Manager and executed by the payroll vendor. Assist with reviewing time cards.
Manage all aspects of the vendor request for proposal (RFP) process under the guidance of the General Manager.
Produce the monthly Treasurer report in support of the General Manager and the Board.
Maintain/update short-term rental owner information, including renewals and Board approvals.
Issue keys as authorized and maintain/update key log.
Attend Board of Directors meetings, create meeting minutes draft, and finalize upon approval. Maintain meeting agenda and minutes binder.
Assist with obtaining workman's compensation certificates from subcontractors, unconditional waivers, and issue the annual 1099's and 1096.
Maintain homeowner files and correspondence.
Maintain the confidentiality of all records and documents.
Maintain Lake Village official website content (adding documents, events, content updates, etc.)
Approve recreation rentals and ensure fee collection when necessary.
Monitor and reconcile community amenities income monthly.
Assist the Architectural Committee with owner submissions, application processing, and communications.
Enforce swimming pool, hot tub, and sauna regulations and regularly monitor activities.
Distribute tennis/pickleball rackets and balls, and ping pong paddles, as requested.
Maintain inventory of office supplies.
Assist and organize the painting, asphalt, and slurry coat projects.
Assist with Tahoe Regional Planning Agencies (TRPA) Best Management Practices (BMP)program.
Assist with human resources duties, meeting with employees for insurance and workman's compensation as needed. Meet with the Health Department, Fire Department, Workman's Compensation, and OSHA to ensure facility compliance.
Assist with filing forms, completing bills of sale, and registering all fleet vehicles with DOT, DMV, and NV IFTA.
Type letters and memos as directed by the General Manager.
The duties are not limited to those listed above. This position may be called upon to perform other duties the General Manager assigns.
REQUIREMENTS
Adhere to Lake Village safety guidelines.
Present a neat and orderly appearance and adhere to work and break schedules
Ability to work in a professional environment
Ability to walk, stand, and navigate stairs
Ability to bend at waist and knees as well as lift and move items up to a 50-pound maximum
Ability to work in a year-round indoor/outdoor, summer/winter environment
Ability to work with people effectively as well as understand and execute instructions and policies
Communicates well in an English-speaking environment
Must be available to work weekdays, weekends, and holidays
Must be friendly, reliable, and work as a team member
EXPERIENCE & SKILLS
Previous office experience preferred but not required
Outstanding customer service skills
Excellent communication skills, both written and verbal
Problem-solving abilities
Computer skills and experience with software productivity applications (Ex. Google Suite, Microsoft Office, etc.)
Basic math skills
Leadership qualities
If you are interested in applying for Administrative Assistant position, please email your resume or drop off in person at 300 Clubhouse Ave., Zephyr Cove, NV 89448
If you have any questions please don't hesitate to email or call
