Office Manager Position

Discussion in 'Employment' started by SeasideTC, Aug 4, 2014.

  1. SeasideTC

    SeasideTC Beach Comber

    Aug 4, 2014
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    [FONT=&amp]Nature and Scope[/FONT] [FONT=&amp]The Office Manager is responsible for ensuring that the day-to-day operations of the Seaside Town Council are carried out efficiently, including communications with home owners and contractor/vendors. The Office Manager is responsible for book keeping and acts as the purchasing agent for the Town Council. Additional duties may include, but are not limited to, providing executive support to the general manager, general maintenance of the town council website, and maintenance of official corporation and home owners’ association records. This is a full-time position generally requiring work during conventional business hours and in an office environment with periodic visits to the Seaside community and local vendors.[/FONT]

    [FONT=&amp]Duties and Responsibilities[/FONT] [FONT=&amp]The responsibilities of the position will vary according to the evolving priorities and goals of the organization; however, the following are typical of tasks that will be expected of the individual serving in this position:[/FONT]

    [FONT=&amp]1. [/FONT][FONT=&amp] Financial/Bookkeeping Responsibilities[/FONT] - [FONT=&amp]Assist in preparation of the annual budget, routinely analyze revenues and expenditures, provide information for financial audits, regular reports and generally support the general manager, the treasurer and board members in their fiduciary duties[/FONT] - [FONT=&amp]Process annual/quarterly home owner assessments and fees, tracking any delinquent accounts and providing reports to the general manager, treasurer and outside legal counsel if/as needed to ensure timely collections in accordance with policy[/FONT] - [FONT=&amp]Coordinate with and provide support to legal counsel during foreclosure proceedings to ensure prompt filing of documents and correspondence[/FONT] - [FONT=&amp]Make bank deposits and maintain records of various town council and HOA accounts[/FONT] - [FONT=&amp]Process invoices from vendors, ensuring timely and accurate payments[/FONT] - [FONT=&amp]Prepare checks at least bi-weekly for review and signatures of general manager and treasurer[/FONT] - [FONT=&amp]Maintain records of golf cart permits, trash and recycling accounts and other miscellaneous HOA fees and permits[/FONT] - [FONT=&amp]Monitor and ensure timely execution of required business licenses and records with state, local and federal agencies[/FONT] - [FONT=&amp]Monitor petty cash account activity[/FONT]

    [FONT=&amp]2. [/FONT][FONT=&amp]Administrative Duties[/FONT] - [FONT=&amp]Answer phones, collect/open/review and distribute mail, faxes and email[/FONT] - [FONT=&amp]Routing phone/fax/email requests to appropriate individuals for prompt action, while handling as many as possible directly, when appropriate[/FONT] - [FONT=&amp]Proactively drafting correspondence for general manager’s review and approval[/FONT] - [FONT=&amp]Maintain the general manager’s schedule, resolving conflicts and ensuring urgent tasks are given priority [/FONT] - [FONT=&amp]Draft the timely preparation of meeting agendas and notices, and prompt preparation and distribution of meeting minutes[/FONT] - [FONT=&amp]Assist in soliciting bids/quotes and scheduling the repair and maintenance of common area facilities[/FONT] [FONT=&amp]

    3. [/FONT][FONT=&amp]Communication-related Duties[/FONT] - [FONT=&amp]Maintain contact with residents by documenting and, whenever possible, handling suggestions, complaints, and requests for information[/FONT] - [FONT=&amp]Work collaboratively with contractors and vendors, other Seaside entities such as SCDC and the various rental companies, and neighboring communities and other outside interests, to further the mission of the Seaside Town Council[/FONT] - [FONT=&amp]Oversee maintenance of Town Council’s website, including maintenance of the online home owners directory, calendar and event/meeting notices.[/FONT] - [FONT=&amp]Monitor and update hardcopy and online association documents[/FONT] [FONT=&amp]

    [FONT=&amp]The Office Manager must be self-motivated and be able to react quickly to changing situations. He/She must be positive and direct in striving to achieve results, and be comfortable moving between individual and team tasks. With advanced notice, must be available to attend weekend and evening meetings approximately once per month. He/She must also have:[/FONT] [FONT=&amp]

    1. Thorough knowledge of:[/FONT] - [FONT=&amp]Administrative organization and procedures[/FONT] - [FONT=&amp]Financial accounting and reporting practices[/FONT] - [FONT=&amp]MS Office software[/FONT] - [FONT=&amp]QuickBooks[/FONT]

    [FONT=&amp]2. Basic knowledge of, or ability to quickly gain working knowledge of:[/FONT] - [FONT=&amp]Parliamentary procedure (Robert’s Rules)[/FONT] - [FONT=&amp]Home Owners Association record keeping requirements[/FONT] - [FONT=&amp]Procedures necessary for collection of delinquent accounts[/FONT]

    [FONT=&amp]3. Ability to:[/FONT] - [FONT=&amp]Communicate effectively orally and in writing in order to effectively present information to the town manager and to serve a wide variety of home owner personalities[/FONT] - [FONT=&amp]Organize and use time effectively to accomplish priorities[/FONT] - [FONT=&amp]Give and accept constructive criticism[/FONT] - [FONT=&amp]Establish and maintain a professional relationship with home owners, fellow staff, other town officials, community groups, governmental representatives and members of the public[/FONT] - [FONT=&amp]Maintain composure in difficult situations[/FONT] - [FONT=&amp]Define problems, collect data, establish facts, and draw reasonable conclusions promptly[/FONT]

    [FONT=&amp]Education and Experience[/FONT] [FONT=&amp]This position requires a high school diploma or G.E.D. and 6+ years progressively responsible experience in supporting upper-management and/or executive-level professional(s). Work experience requirements may be reduced for candidates with relevant college and/or university-level qualifications and a demonstrated ability to learn quickly on-the-job.[/FONT]

    [FONT=&amp]Anticipated Starting Wages and Benefits[/FONT] [FONT=&amp]The starting wage rate and details of benefits offered will depend on the particular qualifications of the successful applicant. Major medical, a 401(k) retirement plan and other optional benefits are available to full-time Town Council employees.[/FONT]

    [FONT=&amp]Other[/FONT] [FONT=&amp]The Office Manager is expected to use professional-level discretion in language, dress and manner to ensure the Seaside Town Council is perceived as a well-organized and effective organization.
    [FONT=&quot] Email your resume to[/FONT]
    Last edited: Aug 4, 2014

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