ADMINISTRATIVE ASSISTANT - CW chez Villages Community Development Districts

Are you an organized multitasker who thrives on keeping operations running smoothly? The Villages Community Development Districts is seeking a detail-oriented Administrative Assistant to work with our Community Watch department. If you excel at juggling multiple priorities, love creating efficient systems, and take pride in providing exceptional service to both residents and team members, this is your opportunity to make a real difference in Community Watch operations. 

Your Role

From managing house checks and coordinating patrol logistics to handling recruiting activities and supporting administrative operations, you'll touch every aspect of our department's daily success. You'll work independently while collaborating with all levels of staff, ensuring residents feel heard, team members have what they need, and operations run like clockwork. 

What Makes This Role Special

• Diverse Responsibilities: No two days are the same, handle everything from resident house checks to recruitment coordination, map production to training logistics
• Independence with Support: Work autonomously on projects while being part of a collaborative team environment
• Technology-Forward: Use Microsoft Office suite, databases, and cloud-based systems to streamline operations
• Growth Potential: Gain comprehensive exposure to Community Watch operations  

The Ideal Candidate

You're a natural organizer who can keep multiple plates spinning without breaking a sweat. You have 1-2 years of administrative experience and are proficient with Microsoft Office (Word, Excel, PowerPoint, Access). Most importantly, you're someone who stays calm under pressure, communicates clearly with diverse audiences, and takes pride in accuracy and attention to detail. You understand that in a 24/7 operation like Community Watch, your behind-the-scenes work is essential to everything we do. 

Location: The Villages, Florida
Department: Community Watch
Reports To: Administrative Coordinator
Classification: Non-Exempt/Full-Time
 

Competitive Benefits as a full-time employee of the District include:

• 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

JOB SUMMARY

This position directs and oversees the department’s daily office operations to ensure smooth functioning of administrative support staff and functions. Performing receptionist and administrative/clerical duties and routines related to the management and operation of the department, independently and in conjunction with direction from the management team. Position also assists with the department’s daily office operations. This is a multi-faceted position responsible for successfully working and communicating with residents and other administrative office duties. This is a multi-faceted position responsible for working with all levels of management, department members, as well as residents, general public, vendors and other government entities &/or Public Safety departments with little or no supervision. 

ESSENTIAL DUTIES AND RESPONSIBILITIES (Includes, but not limited to)

Administrative

• 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.

Recruiting

• 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.

General

• 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.).

Additional

• Performs other duties as assigned.
• May be expected to perform additional duties in an emergency.

ESSENTIAL EXPECTATIONS OF PERFORMANCE AND BEHAVIOR (Includes, but not limited to)

• Models behavior to the District Core Values at all times.
• Cultivates and maintains effective working relations within the department, the District, as well as outside of the organization.

MINIMUM EDUCATION AND EXPERIENCE

• High School Diploma or GED; or one to two years related experience and/or training; or equivalent combination of education and experience.
• Associate’s Degree or equivalent from two-year college or technical school preferred.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• 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. 

MINIMUM KNOWLEDGE, SKILLS AND ABILITIES (Includes, but not limited to)

Knowledge

• Knowledge as required to support the Essential Duties and Responsibilities.

Skills

• 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 aforementioned programs.

Abilities

• 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.

EQUIPMENT

Position regularly requires the use of office equipment, including but not limited to telephones, personal computers and productivity software, copier, printers, scanners, and fax machine. 

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

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.

While performing the duties of this job the employee will be exposed to the following:

• Interior office environment, with moderate change in temperature.
• The employee is occasionally exposed to outside weather conditions.
• The noise level in the work environment is usually moderate.

Physical Requirements

The physical requirements described 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. 

While performing the duties of this job, the following applies:

• Regularly required to sit, stand, walk talk, push/pull; use hands to finger, handle, or feel; reach with hands and arms forward and overhead.
• The employee is occasionally required to climb or balance and stoop, kneel, crouch, twist; squat; balance or crawl.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds