Senior Administrator - Community Services

Rams Hill Community Association (RHCA)

POSITION DESCRIPTION: Senior Administrator - Community Services

REPORTS TO: Manager – Community Services

SUMMARY

The Senior Administrator – Community Services supports the Manager - Community Services (Manager), who provides a broad range of management services to the Rams Hill Community. In doing so, this position supports the operation of the RHCA as well as the seven neighborhood associations (Carrizo, Casitas, Estates, San Felipe, Santa Fe, Santa Rosa, Vallecitos).

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Confer. Confer freely and fully with the Manager and with the RHCA board and each neighborhood board (collectively Boards) and their appointed committees, as directed by the Manager.
• Meetings. Assist Manager as requested to support Board and committee meetings.·
• Customer Service. Receive complaints, requests, or questions from Property owners or T2 (property developer) via phone, email or the Smartwebs portal. Respond to customer service inquiries as required. Document all property owner interactions in the Smartwebs portal.
• Communication. Assist Manager in communication with property owners and other constituents.
• Elections. Assist Manager with community elections as requested.
• Repairs and Maintenance. Support Manager in overseeing neighborhood repairs and maintenance.
• Vendor Management. Coordinate with vendors performing work on RHCA or neighborhood property as requested by Manager.
• Purchasing. Assist Manager with purchasing activities as directed.
• Record-keeping. Follow RHCA and board record-keeping policies when working with documents. Store all items electronically in either the designated Google Drive or in the Smartwebs data repository.
• Rules and Regulations. Assist the Manager in enforcement of Boards’ published Rules and Regulations.
• Late Payments. Assist Manager in collecting past due amounts due from property owners or T2.
• Site Visits. Assist Manager with site visits as requested.
• Timekeeping. Properly document work activities and projects in the RHCA timekeeping system. Properly notate all entries, as this timekeeping system will serve as the basis and documentation for hourly charges to the neighborhoods.
• Gatehouse and Office. As requested, assist Manager to develop staff schedules. Provide back-up coverage for gatehouse activities when gatehouse staff are away on PTO or as otherwise required.

QUANTITATIVE MEASURES OF PERFORMANCE

• Response times for property owner and Board requests
• Adherence to agreed-upon completion dates for assigned projects

EDUCATION AND/OR EXPERIENCE

Three to five years of related experience and/or training or equivalent combination of education and experience

LANGUAGE SKILLS

Ability to read and interpret general business communication, technical procedures, and/or governmental regulations written in the English language. Ability to coherently write in the English language. Ability to effectively respond to questions from co-workers, groups, managers, customers, or the public.

PHYSICAL AND EMOTIONAL DEMANDS

The physical and emotional demands described below are representative of those that must be met by the Senior Administrator – Community Services, in addition to the requirements in the Position Description Common to All Positions. This position is also required to provide back-up for gatehouse employees, as a result the Senior Administrator - Community Services must also acknowledge and accept the Gatehouse Attendant position description. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The inability to cope with a stressful work environment does not constitute a protected disability that requires reasonable accommodation.

The Senior Administrator – Community Services may be required to execute site visits and oversee vendor performance. As a result, this position requires a high degree of mobility, flexibility, and stamina to oversee these functions in a desert environment.

WORK ENVIRONMENT

The work environment described below represents what an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment for the Senior Administrator – Community Services ranges from in-office to an extreme desert environment. Office work is typical of an office environment. The noise level is usually quiet inside. Outside, the environment is that of a desert community. Such environment can include extreme heat (in excess of 120 degrees) subject to high winds and natural hazards (ranging from uneven ground to natural predators).