Administrative Assistant FT

Job Details

Job Location: World Golf Village Office - St. Augustine, FL 32095Position Type: Full-Time/Part-TimeSalary Range: $19.00 - $21.00 HourlyJob Shift: AnyJob Category: Admin - Clerical

JOB TITLE: Administrative Staff

FLSA STATUS: Non-Exempt

HOURS: Full Time

COMPANY OVERVIEW

Vesta Property Services provides property management and related services to developers of planned unit communities and residential associations. Headquartered in Jacksonville, Florida, Vesta offices are strategically located throughout the Sunshine State. Vesta employs over 1,500 trained and educated professionals providing a wide spectrum of services to residents of more than 300,000 homes in more than 800 communities.

SUMMARY

In addition to typing, filing and scheduling, performs duties such as financial record keeping, payroll, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of important external callers and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize and organize diversified workload. Recommends changes in office practices or procedures.

Qualifications

RESPONSIBILITIES AND DUTIES include the following:

1. Schedules and organizes complex activities such as meetings, travel, conferences and department activities for all members of the department.
2. Performs desktop publishing. Creates and develops visual presentations.
3. Establishes, develops, maintains and updates filing system. Retrieves information from files when needed.
4. Organizes and prioritizes large volumes of information and calls.
5. Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary.
6. Responds to regularly occurring requests for information
7. Answers phones and takes messages or fields/answers all routine and non-routine questions. Works in cooperation with other departments to cover phones.
8. Acts as a liaison with other departments and outside agencies, including high-level staff. Handles confidential and non-routine information and explains policies when necessary.
9. Works independently and within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, which may include: planning and coordinating multiple presentations, disseminating information, coordinating direct mailings, creating brochures.
10. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.

COMPETENCIES:

1. Technical Capacity.
2. Personal Effectiveness/Credibility.
3. Thoroughness.
4. Collaboration Skills.
5. Communication Proficiency.
6. Flexibility.

SUPERVISORY RESPONSIBILITY:

This position has no supervisory responsibilities.

WORK ENVIRONMENT:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICAL DEMANDS:

This is a largely sedentary role; however, some filing is required, which would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

TRAVEL:

No travel is expected for this position.

QUALIFICATIONS:

1. High school diploma.
2. Prior administrative experience.