Village Center Community Development District · 10 hours ago
ADMINISTRATIVE ASSISTANT - CW
The Villages, FL, US
Full-time
Onsite
Entry Level
$17.17/hr - $17.17/hr
1+ years expVillage Center Community Development District is seeking a detail-oriented Administrative Assistant to support their Community Watch department. The role involves managing various administrative tasks, coordinating logistics, and ensuring efficient operations while providing exceptional service to residents and team members.
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Responsibilities
Receives incoming calls and relays messages in a timely manner to appropriate staff members
Verifies ID and signs in all guests or vendors
Assists in proofing department materials for accuracy prior to distribution
Assists in maintaining and establishing Excel spreadsheets to track various forms of data
Assists in preparing and updating PowerPoint presentations as necessary
Researches official documents
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
Keeps administrative staff apprised of important issues and assists in daily departmental operations as needed
Handles new, extensions & cancellations of House Checks (HC) & Resident Out of Area (ROA) in databases received from Customer Service
Handles HC problems that are received by dispatch or patrol and then contacts homeowners or key holders of issues
Prints & distributes daily HC forms for patrols and enters daily HC numbers in monthly HC spread sheet
Sends HC Dispatch Supervisors Resource Report to Dispatch for their use on notifications of HC issues
Scans & renames HC forms returned by patrol by residents’ name, then enters those forms into the residents completed HCs folders & then shreds the original HC forms for the protection of the resident’s information
Fills needed supply requests for gate or patrol personnel
Produces Word Maps for current villages and new villages
Produces patrol area maps for the patrol districts
Produces or adjusts patrol logs and/or supervisor & patrol daily vehicle check list
Collects & collates returned patrol logs in patrol order per 4-day shifts, then scans logs & places the logs into the appropriate monthly folder
Collects & collates returned pre-patrol vehicle check list by patrol, tabulates daily mileage, enters mileage into Excel spreadsheets, then scans sheets & moves scanned files into correct month in yearly mileage folder
Produces yearly & monthly Blue & Red Calendars for CW staff members
Reports any issues of patrol logs and or vehicle check list to Patrol Operations Manager
Assists with mandatory training for current and new personnel taking written or computer-based tests
Schedules training rooms and coordinates room set up as necessary
Performs all duties associated with recruitment, selection and hiring of candidates
Posts jobs
Reviews applications and forwards to management for review
Pre-screens candidates
Works with management in selection of interview panel and schedules interviews
Coordinates any candidate computer-based tests or shadowing
Completes references
Awards jobs
Completes tracking sheets and paperwork for Human Resources
Works with Human Resources to ensure onboarding of candidates and follows-up when necessary
Processes new hire paperwork, contact information, IT and department related forms
Ensures that new hires have access and permissions for cloud-based programs
Greets visitors, residents and contractors, refers to proper offices
Answers questions and provides assistance to guests by directing them to proper facility
Answers and screens incoming phone calls, takes messages, or forwards to proper personnel
Responds to resident inquiries, references any question or concern they might encounter
Picks up, date stamps and routes incoming mail to proper recipient
Provides back-up when necessary to other office personnel
Supports overall HR function as needed daily by assisting and/or serving as back-up to other HR staff as needed
Tracks Dream Sheets and awards positions
Responds and performs recovery duties as assigned by immediate supervisor in case of emergency or crisis (hurricane, flood, etc.)
Performs other duties as assigned
May be expected to perform additional duties in an emergency
Qualification
Required
1-2 years of administrative experience
Proficient with Microsoft Office (Word, Excel, PowerPoint, Access)
High School Diploma or GED; or one to two years related experience and/or training; or equivalent combination of education and experience
Valid Florida Driver's License required
Required FEMA (ICS) certifications must be completed within six months of hire
All candidates and employees must successfully pass background screening
Proven intermediate or better ability in Microsoft Office programs (Microsoft Word, Excel, PowerPoint, and Access)
Proven ability to accurately access, input, and retrieve information from a computer using the aforementioned programs
Proven ability to successfully interact with diverse customer populations while providing excellent customer service
Well organized and able to successfully multi-task, and work under pressure in a fast-paced environment to meet multiple demanding deadlines
Ability to successfully review, and accurately classify, categorize, prioritize, and/or analyze data and/or information
Ability to successfully interpret instructions furnished in written, oral, diagrammatic, or schedule form to produce required information
Ability to exercise independent judgment to adopt or modify methods and standards to meet assigned objectives
Ability to periodically work flexible schedule required to assist in special projects/programs during the course of the year
Excellent written and verbal communication skills and professional appearance and demeanor
Preferred
Associate's Degree or equivalent from two-year college or technical school preferred
Benefits
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
Company
Village Center Community Development District
The Villages (population: approx.
1001-5000 employees
Funding
Current Stage
Late StageRecent News
2025-03-01
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