Staff Assistant - DPM

Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on…

The Villages Community Development Districts (The District) tops the list of community development districts that continue to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work, and stewardship helps employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence, and a “drive” for accuracy to join our Property Management team. This position requires a solid background of advanced organizational and customer service skills used daily. The incumbent will enjoy a challenging atmosphere and be part of a productive team that supports all departments within The District. The District is looking for an individual with a desire to utilize their cutting-edge skills. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization.

Competitive Benefits as a full-time employee of the District include:

• Medical Insurance (fully paid for employee single coverage)
• Voluntary health benefits, including Dental and Vision Insurance
• 401(a) Retirement Plan, with contributions funded by the District
• 457(b) Retirement Plan, permitting employee pre-tax deferrals
• Flexible Spending programs for both Medical and Dependent Care
• Employee Assistance Program
• Paid Time Off
• Tuition Reimbursement
• Public Service Loan Forgiveness Eligible
• Tier 2 qualifying organization for The Villages Charter School

JOB SUMMARY

This position reports directly to the Finance Manager and supports the Divisional Managers. This position provides direction and oversees the daily office operations, ensuring the smooth functioning of various financial, administrative and clerical tasks in support of the maintenance of District assets, including but not limited to:

Recreation Facilities (Regional, Villages, and Neighborhood), Postal Facilities, dog parks, archery, and air gun ranges, sports courts, softball complexes, fitness trails and equipment, recreational storage areas, woodshops, District landscaping, irrigation, water transfers, pump stations, District maintained roads and stormwater piping infrastructure, stormwater basins, multi-modal (paths, bridges, and tunnels), fire stations, Town Center infrastructure, District office space, decorative water features, sidewalks, curbs, signs, pavement markings, fountains, village and villa entries and sign walls, perimeter walls and fencing, gatehouses, and gates including automated gates, lighting, security cameras, wetlands and wetland flood control structures, preserves (gopher tortoise, burrowing owls, eagles, and kestrels), lined basins (liner repairs and maintenance), ground depressions / geological anomalies and nuisance alligator management.

This is a multi-faceted position responsible for working with residents, customers, contractors and members of the business community. Establishment of daily communication and a mutually productive working relationship between other departments and contractors is essential.

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to)

General/Clerical

• Answers and screens incoming phone calls, take 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.

Administrative

• 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.

Project Management

• Coordinates all turnovers from developer including creating updated billing sheets and work order requests.

Budget/Purchasing

• 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.

Compliance

• 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.

Asset Management

• 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.

Additional

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• 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.

MINIMUM EDUCATION AND EXPERIENCE

• High School Diploma or GED; or three (3) years related experience and/or training; or equivalent combination of education and experience. Associates Degree or equivalent from accredited two-year college or technical school is preferred.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Florida Driver’s License required.
• 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.

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES

Knowledge

• Thorough knowledge and understanding of clerical procedures and systems such as data management, filing and inventory.

Skills

• 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.

Abilities

• 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.

EQUIPMENT

Position regularly requires the use of office equipment, including but not limited to telephones, personal computers and productivity software; copy machine, printers, scanners and fax machine.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

Work Environment

The work environment characteristics described here are representative of those 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.

While performing the duties of this job, the employee is exposed to the following:

• Interior office environments, with moderate to loud noise typical for the work environment i.e., when in office setting with moderate noise of computers and printers and moderate customer traffic.

Physical Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the following applies:

• Regularly required to stand, walk, push/pull; use hands/fingers; reach forward and overhead; climb or balance and stoop, kneel, crouch, twist; squat; balance or crawl.
• The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.