Summary
Provides administrative support in carrying out the functions and responsibilities of the Architectural Review Board and Grievance Committee; drafting, compilation, processing, and maintenance of POA forms, documents, letters, records, and supporting materials; and other administrative matters and projects as assigned.
Essential Duties and Responsibilities
Accepts and verifies plans from owners, builders, and contractors; prepares agendum, documents and supporting materials pertaining to Architectural Review applications; prepares approval or denial letters; and notifies interested parties as to disposition.
- Drafts minutes for the Architectural Review Board and other minutes as needed.
- Routes correspondence, forms, and other documents between other staff, property owners, residents, board and committee members, and outside entities.
- Assists General Manager and Executive Director with projects, tasks, committees, etc. as assigned.
- Types and/or composes letters, reports, manuals, agendum and supporting materials, and other documents as needed.
- Answers telephones and emails; ascertains nature of business; provides information, takes messages, or directs matter to appropriate staff member; and places outside calls and emails as necessary.
- Proofs and edits various documents and publications as required.
- Inspects projects previously approved by the POA Architectural Review Board to assure that such projects are completed pursuant to approved plans.
- Processes deposits required in connection with approved projects and releases such deposits once projects have been completed pursuant to approved plans.
- Coordinates with City of West Palm Beach code enforcement personnel, other governmental officials, and HOA and COA property managers to assure that properties within the community are adequately maintained by homeowners, HOA’s, and COA’s.
Other Functions
This position guide does not state or imply that the above are the only duties and responsibilities assigned to this position. Employees holding this position will be required to perform any other job-related duties as requested.
Knowledge, Skills and Abilities Required
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to identify and resolve problems in a timely manner; gather and analyze information; and develop alternative solutions.
- Excellent interpersonal communication skills, verbally and in writing, with a diverse range of people; interacts with others in a tactful manner; reacts well under pressure; and uses reason even when dealing with emotional topics.
- Ability to write and present clear and succinct reports, business correspondence, and other information to others, including the general public.
- Ability to apply concepts of basic algebra and geometry and calculate discounts, interest, commissions, proportions, percentages, areas, circumferences, volume, and the like.
- Ability to read and interpret plans, surveys, blueprints, and knowledge of association permitting processes.
- Ability to read, analyze, and interpret technical documents, safety rules, operating and maintenance instructions, procedure manuals, association and governmental regulations and statutes, etc.
- Ability to establish appropriate priorities and effectively use time and resources to accomplish assigned projects, goals and objectives.
- Ability to multi-task.
- Excellent organizational skills.
- Detail orientation.
- Ability to work under strict time constraints.
- Supervisory Responsibility
- This position has no supervisory responsibilities.
Education, Experience, and Licenses
Associate’s degree (A. A.) or equivalent from two-year college or technical school; and/or two (2) years minimum relevant experience performing the duties and responsibilities of the position; or equivalent combination of education and experience. Prior experience as governmental code compliance/enforcement officer is preferred, but not required.
Computer Skills
Computer skills and experience at a level commensurate with the requirements to work in a modern office environment and manual dexterity to operate a keyboard, copy and fax machine, telephone, and other electronic devices. Demonstrated working knowledge of Microsoft Office software.
Physical Demands
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.
- Ability to speak clearly and hearing sufficient to detect telephone rings, detect alarms, etc.
- Vision sufficient for close vision, long vision, color perception and distinction, depth perception and adjust focus.
- Ability to lift, carry and/or move objects up to 25 pounds, walk, sit, bend, stoop, kneel, crouch, reach, stand, push, pull, grasp, touch, and use hands to feel, finger and handle.
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.
- Indoor office and outdoor environments.
- Regular driving to visit on-site properties.
- The noise level in the work environment is usually moderate.
Success Factors
- Thorough, accurate, and timely preparation of board and committee agendum, documents, supporting materials, and reports, including approval, denial, and disposition letters.
- Copies and files correspondence, documents, contracts, and other records in a timely and correct manner.
- Timely and accurate preparation of POA presentations, handouts, and other information and materials.
- Accurate and timely preparation of board and committee minutes of meetings.
- Timely and thorough inspection of previously approved projects to assure that same are completed pursuant to approved plans.
- Timely collection and return of project deposits.
- Establishes appropriate priorities and efficiently utilizes time and resources to accomplish assignments, duties, and responsibilities.
- Responds promptly and courteously to customer requests for service or assistance.
- Follows safety practices and reports unsafe conditions or malfunctioning equipment to supervisor in a timely manner.
- Follows POA personnel policies and rules and regulations.
- Treats others with respect and consideration.
- Places the interests and success of the Ibis Property Owners Association, Inc. above his/her own personal interest and success.
Respond to this ad:
The Club at Ibis
Andrea Phillips
aphillips@clubatibis.com