Position Description
General Job Duties
The Administrative Assistant will have the following specific responsibilities as well as additional duties
that arise during the normal course of a day at Kings Point. Specific duties include:
Develop and maintain meeting calendars for the Federation Board.
Attend Federation Board and Membership Meetings acting as recording secretary. Prepare and
distribute notices, agendas, minutes and attachments for all meetings.
Work in conjunction with the Standing Election Committee, in accordance with the Federation
Bylaws and Operating Procedures for the election process, prepare notices, ballots and help in
the counting and verification of the election results.
Secretarial services including answering the telephone and emails.
Maintain and update the Federation’s community website.
Post board and committee meetings to the Connect website.
Assist and coordinate all mass communications for Federation Associations at the direction of the
GM.
Maintain records in binders and electronically upload to Connect (FirstService Cloud Server)
Order office supplies and maintain inventory of supplies.
Assist with developing and distribution of various budget related materials.
Assist with general administrative services such as preparing and maintaining operation
spreadsheets for community managers and contract manager at the direction of the GM.
Prepare member request Records Inspection – by obtaining records for approval by CAM,
Federation official records and monitoring member while they inspect records.
Assist with membership mailings under direction of GM/CAM, and upload amendments and
mailing packages in Connect.
Assist with the violation process through Connect including writing letters, mailing and updating
documents in Connect.
Upload contracts, bid packets, modifications and alternations in Connect. Will assist with the
update and maintenance of contractor’s lists to include licenses, insurance and contact
information by category. Process new vendors in AvidXChange. Assist processing invoices in
AVID for GM/CAM approval.
Assume responsibility for all Annual Tasks: maintain the status of board certifications, coordinate
meeting schedules and room meeting reservations for each association, including any food and
beverage orders. Prepare annual and membership meeting tally sheets and forms for each CAM
at request of GM.
Additional Duties & Responsibilities
Practice and adhere to FirstService Residential Global Service Standards.
Conduct business always with the highest standards of personal, professional and ethical conduct.
Perform or assist with any operations as required to maintain workflow and to meet schedules. Notify
supervision of unusual equipment or operating problems and the need for additional material and
supplies.
May participate in any variety of meetings and work groups to integrate activities, communicate
issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to
new developments, requirements, policies, and regulatory guidelines.
Ensure all safety precautions are followed while performing the work.
Follow all policies and Standard Operating Procedures as instructed by Management.
Perform any range of special projects, tasks and other related duties as assigned.
Education & Experience
High School Diploma or Post-secondary education in business, computers, or office management is
preferred.
Knowledge, Skills & Proficiencies
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, skill and/or ability required.
Ability to work within a team environment and independently;
Exceptional organizational and problem-solving skills;
High degree of accuracy and attention to detail;
Excellent computer skills, including MS Outlook, Word, Excel, PowerPoint
Tools & Equipment Used
Computer and peripherals, standard and customized software applications and tools, and usual office
equipment.
Physical Requirements/Working Environment
The physical demands described here are representative of those that must be met by an associate to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
Must be able to lift 25lbs.
Must be able to sit for extended periods of time.
Must be able to stand for extended periods of time.
Must be able to communicate both on the phone and in person with our clients to resolve issues and
manage the business.
Must have finger dexterity for typing/using a keyboard.
Must be mobile enough to move around both the office to make copies, send mail and faxes and to
walk around the property. This could include lengthy walks on uneven areas.
Talking and hearing occur continuously in the process of communicating with guests, supervisors,
and other associates.
The work environment characteristics are normal office conditions at an onsite community. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential functions.
Hours over and above normal office hours will occur, including evenings, holidays, and some weekends.
Schedule is subject to change based on business needs.
Travel
None
Disclaimer
The above information on this description has been designed to indicate the general nature and level of
work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.
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