Administrative Assistant - Security Department at Forest Highlands Highlands Association

Flagstaff, Arizona, United States -

Full Time

Start Date

Immediate

Expiry Date

25 Apr, 26

Salary

22.0

Posted On

25 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Customer Service, Clerical Skills, Microsoft Excel, Microsoft Word, Microsoft Outlook, Adobe Software, Communication Skills, Organizational Skills, Time Management, Attention to Detail, Financial Billing, Payroll Preparation, Software Management, Interpersonal Skills, Self-Motivation, Flexibility

Industry

Hospitality

Description

Description In this position, the Office Assistant acts as a point of contact for the Forest Highlands members, as well as to the Director of Security and the leadership team of the Security Department. The position ensures questions from members, contractors, the public and other external customers are answered quickly, professionally, and in a friendly manner. Contacts involve face-to-face interactions, phone calls and email/written correspondence. The position is ultimately responsible for administrative support to the Security Department which includes creating spreadsheets, filing, collating, scanning documents, photocopying, managing maintenance and ordering of office eqipment and supplies and performing fininancial billing taks as well monitoring and updating software systems. The Essential Functions (not an all-inclusive list) Customer Service – Greet visitors of the Security Gatehouse, assess their needs and explain services, processes and guidelines as related to the Security Department. Reply to all member/customer inquiries via telephone and email. Ensure all correspondence is created (typed), reviewed and sent accordingly. Use tact, discretion, and good judgement in handling sensitive and confidential information. Clerical – Create and maintain spreadsheets using advanced Excel functions and calculations to develop reports and lists. Manage maintenance, order of office equipment and supplies. Develop various communication documents using Adobe and Microsoft products as requested. Perform administrative tasks such as filing, photocopying, collating and scanning documents, tracking residential alarm status within the community, and track all transponders issued for community access. Assist with the following: a. Perform financial billing tasks required by the Security Department. Answer questions about billing procedures and charges assessed on statements and track and produce quarterly invoices for leased contractor transponders. b. Payroll preparation upon request; c. Rapid Response Monitoring System (RRMS), the alarm monitoring system input, additions and updates; d. Maintain accurate Member records in the dwellingLIVE (DL) program (resident/visitor management system; e. Assist with maintaining the resident key system; f. Assist with maintaining all aspects of the DL and RRMS computer systems; g. Monitor and maintain the upkeep of the Security Gatehouse; h. Perform other responsibilities as assigned by the Director of Security and/or Security Leadership Team; and i. Have the ability to work 8 hour shifts, usually Monday-Friday, but be available for altered schedules when departmental needs dictate Requirements Minimum Requirements: Associates Degree and/or 2 years’ experience in administrative or customer relations position Exceptional written and oral communication skills Excellent typing skills Must be highly proficient with Microsoft Word, Outlook and Excel Knowledge of Adobe design software programs helpful Exceptional professional demeanor with skills in face-to-face and telephone interaction techniques Proven ability to execute multiple projects simultaneously and apply relevant interdepartmental information Self-motivated, great customer service skills, energetic learner with a good sense of humor ? Excellent interpersonal, organizational and time management skills Flexibility in working schedule to include evenings, weekends and holidays as needed (although rare) Proven attention to detail Ability to learn and use new software Prior knowledge of Golf Club/HOA operations a plus Salary Range: $20.50 - $22.00 per hour Depending on Experience Benefits you can expect from us: Vacation Time Sick Time Company Paid Short and Long Term Disability Company Paid Life insurance Company Paid and other options for Medical Insurance Vision and Dental Insurance 401K retirement with a competitive employer match Student Loan Repayment Continuing Education Reimbursement Applications are being accepted until the position is filled. We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.

Responsibilities

The Administrative Assistant provides administrative support to the Security Department, ensuring effective communication with members and external customers. Responsibilities include managing inquiries, maintaining records, and performing clerical tasks.