Administrative specialist Jobs in Tacoma, WA

Immediate Job Opening for a remote Administrative Assistant position serving the Big Bend Landowners Association near Gold Bar, Washington. Candidates must reside in Washington State. About the Big Bend Landowner’s Association : Big Bend is a peaceful riverfront retreat on scenic State Highway 2 on the way to Stevens Pass.  Our rural development is a residential and recreational community that fronts on the picturesque Skykomish River. Convenient shopping, post office and other community services are available nearby in Gold Bar. Currently home to 222 house and lot owners with a mix of full-timers and weekenders the Big Bend community Homes are easily accessible from the highway with paved roads throughout and no hills to complicate driving.  Two community parks within Big Bend provide recreation opportunities for children and adults. Our Association manages road access, water utilities and amenities associated with the parks. For more information, visit our website at :   Big Bend Land Owners Association Hours : This hourly non-exempt from overtime position usually runs 2-4 hours per day, 4-5 days per week. The hours and days are flexible, but should be fairly regular. There is some weekend work during the annual meeting, as well as if there are emergent needs from the community over the weekend.  Holiday work can be necessary, especially when taking fireworks complaints or fires during burn bans. When community mailings are necessary, as well as community meetings, hours can increase greatly, as those are very time consuming to generate. Hours will also vary with the number of Board meetings in a month, and the amount of time they run for, correspondence required, and the minutes required to be generated.  Pay Range : $28.00 to $32.00 per hour depending on experience and background. Paid Sick and Safe Time Benefits : 1 hour Paid Sick and Safe leave accrued for every 40 hours worked. What you’ll do in this role : The Admin. Asst. helps facilitate the flow of information among community members and the all volunteer, five member, Board of Directors, while remaining unbiased, as well as developing and maintaining a roster of professional contacts that the community may be in need of, at the direction of the Board of Directors. This position fills the need to have one dedicated person making sure that the flow of information and work is addressed daily, in a professional and unbiased manner. Core Responsibilities : Board Communications – All communications should be sent to the BOD via email and shared Google Doc. Check the Messaging line daily. Forward information to the BOD via email, and the Google Docs shared sheet. You may also send a text in the BOD chat to request a quick response to your official email in emergent circumstances. Check email daily. Forward any information to the BOD via email, and the Google Docs shared sheet. You may also send a text in the BOD chat to request a quick response to your official email in emergent circumstances. Community Communications – The Board should be made aware of all communications with community members. This keeps them informed.  The Admin. position does not have any authority to make decisions unless directed by the BOD, therefore, community requests should be expediently forwarded to the BOD for their decision / input. If an account information request, it should be shared to the accountant. The Board prefers most communication and requests come through the Admin. email and messaging phone. This helps keep documentation in place and everyone on the same page information wise. Requests for account information, Rules & Regulations, and violation complaints are all examples. The Admin. Asst. will generate answers from the BOD’s input, as well as previous discussions documented in LOA minutes, and share that information with the community member. Correspondence can be via priority mail, phone, email, regular mail, as required. Accounting does not deal with community members directly. Correspondence goes through the Admin. Asst. This keeps accounting costs down. Annual Meeting – The fall Annual Meeting should be facilitated in person. Members must physically sign in, proxies must be checked, and ballots distributed. Meeting Agendas – Should be draft generated and then sent out to the BOD for additions or edits, approximately 2 weeks prior to date. Communications and expenditures will continue to update until the day of the meeting. Meeting notice must be posted 10 days prior to meeting, on the community bulletin board. Meeting Minutes – Minutes are required to be taken of all meetings. The use of a voice recorder is permitted, but the recordings are not to be archived or distributed. They stay with the Admin. Asst. until the minutes are approved, and then the recording is destroyed. Minutes are generated and shared with the BOD for edits, and approved at the next meeting. Minutes should have a high level of detail, as the BOD and community have both previously expressed this preference, for accuracy and legal accountability. Community Database – The Admin. Asst. maintains records of communications, and also an up-to-date communications database for each member. This is known as the membership roll and is required. Webmaster – The Admin. Asst. acts as the webmaster for the website. This means approving / denying account requests, as well as updating pages with current information, and making sure the payment portal works. Document updates – Keeping documents updated and published in their most recent form. Parking Passes – These are generated and ordered by the Admin. Asst. yearly. They’re mailed out after the annual meeting and by request. Archives – It is the Admin. Asst. duty to maintain archives of minutes and communications. Being able to recall and reference decisions and votes of past BOD meetings is important. Community Violation Complaints – It is essential to collect the necessary information required in the Rules, share it with the BOD for addressing, and if directed, issue the violation decision via priority mail, communicate if a fine is needed to accounting, and schedule an appeal hearing if requested. If it is necessary to reach out to the community Fire Marshall to respond to an address, the Admin. Asst. will reach out to them directly and inform the BOD. All reports are then archived and shared with the BOD for appropriate action. Contractor / Attorney Communications – The Board usually completes Attorney communications with the President and Attorney, and the Admin. Asst. present, for the purpose of sharing the Board’s collective questions, and to take minutes and notes to share with the BOD. This keeps Attorney costs down having less free discussion that is billed by time. Most contractor communications are facilitated by the Admin. Asst. at the direction of the BOD.  This is to ensure that all contracts are archived appropriately and that the flow of work is on schedule, and needs are being addressed. This can be accomplished mostly via email while CCing or BCCing the President. The President is the BOD member that must commit to contracts. The Admin. Asst. position does not have this power per the Bylaws and Amendments. Wellhead Protection Committee – All official communications with Heidelberg are to be sent through the Admin. Asst. email. Phone and video calls are not permitted unless expressly decided by the Board. This is to ensure proper documentation that may be needed later on. Facilitation of meetings and communications, as well as archival of complaints and the Annual Report are all facilitated by the Admin. Asst. Expenditures – The Admin. Asst. is allocated a debit card from the LOA accounts. Regular expenditures under $100 are generally acceptable without approval. Expenditures over that should be approved by a BOD member. Receipts and documentation must be provided to accounting. Community Events – In some instances the Board sponsors community events. In these instances it is the Admin.  Asst. job to provide coordination and access, as well as notification to the community. Water Tagging and Shutoffs - The Admin. Asst. coordinates with accounting to generate the tagging notices each month for accounts that are 60 days past billing. They’re then sent to City of Gold Bar for hanging. Shutoffs are handled the same way, in coordination with Accounting and City of Gold Bar. Contact by phone with property owners is utilized to minimize shutoffs if possible, via ensuring they know they are in danger of being shutoff. Road Closure - Admin. Asst. will facilitate the scheduling of a road closure for 1 day, yearly, on the Sunday after the Annual Meeting.   What we’d like you to bring : The Admin. Asst. must be a self-starter, who is skilled at prioritization, willing to take direction, and able to work in a dynamic environment (having 5 bosses on the BOD), and hold themselves accountable for working from home in an unsupervised environment. The position also requires that the person be as thrifty as practicable with the community’s money (expenditures) spent on work hours and supplies, understanding that each hour worked or item purchased could lead to a direct increase in annual assessments for the community. Community members can be angry and aggressive during contacts. The Admin. Asst. must remain calm and unbiased and professional at all times. Experienced Customer Service excellence is required. Proficiency in word processing, spreadsheets and calendaring within Google Suite is necessary. Working familiarity with general bookkeeping for Accounts Receivable, Invoicing, Account Payable and Collections. Cash flow and budget management skills preferred to support Board initiatives. Time Management within a flexible schedule. Excellent verbal and written communication skills. Ability to maintain confidentiality and discretion in all interactions with community members and the Board of Directors. 2 to 3 years’ experience in Administrative Assistance for Residential Property and / or Real Estate Management and / or Utilities Management preferred. Degree in Business Management, Community Support or a related field preferred.   Powered by JazzHR