Administrative Assistant

OAKMONT VILLAGE ASSOCIATION 

Administrative Assistant – Accounts Payable, Customer Service, Reception 

Non-Exempt 

Reports to OVA Office Manager and Association Manager 

DUTIES 

Primary: 

  • Customer Assistance at OVA Office Counter. 
  • Greet and assist residents; answer phones & resident questions; handout facility literature. 
  • Present 30–40-minute New Member Orientation, create and issue access card(s). 
  • Issue guest access cards: assist residents with questions they have pertaining to guests. 
  • Process and maintain all OVA payables bi-monthly, interface with CFM Account Manager to generate checks, interface with OVA staff and treasurer to troubleshoot questioned invoices. 
  • Cross-train new employees regarding all office counter service, including instruction on use of Asyst accounting & scheduling software applications. 
  • Keep new resident packets assembled and stocked, coordinate replies to computer and telephone inquiries from potential residents, coordinate tours. 
  • Maintain all telephone directory sheets interface with CFM and OAS for inclusion in database. 
  • Maintain Confidential Survey files; request forms from residents as needed; interface with Financial Management Service Provider (CFM). 
  • Maintain registry of owners from county Assessor’s records (if applicable). 
  • Assist Association Manager in ensuring Membership compliance with respect to age- related restrictions, number of residents (for tracking) Accounts Receivable. 
  • Receive and organize all Oakmont telephone directory changes and updates. 
  • Assist Residents, as requested to complete account updates.  
  • Record all changes and updates to directory. 
  • Manage all Office Supply orders for Admin & Maintenance Staff. 
  • Maintain/ update Asyst resident account records from docs received from residents, property managers/ real estate agents & other third parties.  

MISCELLANEOUS 

  • Prepare ads for facility bulletin board, post weekly, cull old adds after 30 days and maintain bulletin board in current, neat fashion. 
  • Keep all resident handouts on lobby wall and behind counter for clubs, facility use information, community maps, facility diagrams, etc. stocked and in good condition. 

Please send applications to kimberly@oakmontvillage.com.

Related:

Facility Manager

Oakmont Village Association is a large, active adult community in Sonoma County.   We are looking for a full-time Facilities Manager.   This is an on-site position, reporting