Architectural Standards Administrative Assistant

Salary Range $38,500-$40, 500

FULL-TIME position

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About Montgomery Village & Montgomery Village Foundation

Montgomery Village is a large-scale planned community in the Washington, DC metro area with more than 12,500 homes and 40,000 residents. Established in 1966, the Montgomery Village Foundation, Inc. (MVF) is a 501(c)(4) non-profit corporation/homeowner’s association that provides services to the residents of the community. MVF owns and maintains more than 335 acres of parkland, 20 tennis courts, 19 recreation and park areas, 13 pickleball courts, 6 pools, 5 basketball courts, 4 community centers, 2 hard court soccer courts and a natural amphitheater. MVF’s mission is to promote the health, safety and welfare of the residents of the community of Montgomery Village, Maryland. For more information, visit www.montgomeryvillage.com.

Benefits

• Medical, Dental, Vision
• 401(k) with match up to 6%
• $20K Life Insurance
• Long-Term Disability Insurance
• Flexible Spending Account
• Dependent Care Flexible Spending Account
• Health Savings Account
• Vacation, Sick and Personal Leave
• 11 Paid Holidays
• Employee Discount on Programs
• Cash Benefit Offset

PRIMARY DUTIES:

• Screens incoming department phone calls, answers general questions about the department’s work, and directs specific questions to the appropriate department staff member. *
• Provides customer service to residents in person, over the phone, and by email with inquiries related to the department, including the application submission process, the application review process, the enforcement and compliance processes, and applicable review fees. *
• Administers the resale inspection process for the department. Distributes resale inspection requests to the appropriate compliance staff, sends daily reminders about resale inspection deadlines, uploads inspection letters and other architectural documents to the HomeWise resale system, prepares the resale certificate information, and updates the internal resale log. *
• Maintains all files related to the department’s legal cases; works closely with the director to monitor legal cases and ensure timely follow-up with residents; prepares appropriate documentation and communications for legal cases with the supervision of the department director. *
• Responsible for running reports in the SmartWebs inspection software program and trouble-shooting SmartWebs reporting issues with the vendor.*
• Maintains the compliance specialists’ monthly follow-up inspections log.*
• Responsible for printing, mailing, and/or emailing decision letters to homeowners. *
• Responsible for scanning and saving all files related to an architectural application into the organization’s electronic document storage system. *
• Takes notes at weekly departmental meetings and saves and distributes them in a timely manner to the department. *
• Organizes and maintains all departmental hard copy and electronic files. *
• Ensures all pages of the Architectural Standards Department’s section of the MVF website are current. *
• Organizes the department’s office supplies and printer toner and places orders for new supplies in a timely manner. *
• Responsible for re-organizing and re-labeling all scanned homeowner files within the organization’s electronic document storage system. *
• Prepares a daily list of architectural violations where a review fee was added to a homeowner’s account and gives the list to the designated staff in the Financial Affairs Department by close of business each day. *
• Updates external property profiles in advance of scheduled inspections as requested.
• Distributes the department’s mail to the appropriate department staff member.
• Contributes to the Department’s Village News articles and social media posts.
• Maintains hard copies of the department’s forms in the MVF office lobby.
• Submits setup requests for all department committee meetings, purchases refreshments for the meetings on the department’s behalf, and ensures the room is set up before the meetings.
• Assists with setup for and attends department events on the weekends (typically one or two events per year).
• Organizes department teambuilding events.
• Covers front desk duties when emergency coverage is needed – i.e. when the front desk is unexpectedly short-staffed, or when short-term coverage is needed during lunch breaks and/or mail runs due to being short-staffed. Front desk coverage duties are irregular and shared with other departments.
• Performs other administrative duties as assigned by the AS Director.

QUALIFICATIONS:

• High school diploma is required.  Some college preferred.  A minimum of 3 years of relevant administrative or professional experience, or the equivalent combination of education and work experience, is required.
• Demonstrated ability to communicate clearly and concisely in both verbal and written communications.
• Proven ability to provide excellent customer service, including experience answering phone calls.
• Excellent interpersonal skills; ability to build and maintain strong working relationships.
• Demonstrated ability to handle routine administrative tasks and operational issues.
• Ability to multitask with strong attention to detail, organization, and time management.
• Demonstrated ability to follow standard practices and procedures, receive general instructions and supervision, and contribute to team goals and objectives.
• Ability to work both independently and as part of a team.
• Excellent computer skills and ability to learn new software programs. Proficiency with Microsoft Office products, specifically Word and Excel, required.
• Fluency in English – written and spoken – required.
• Fluency in Spanish preferred.

WORKING CONDITIONS:

• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, scanners, filing cabinets and fax machines.
• This role is largely a sedentary role; however, it requires the ability to move around the office to support residents, distribute mail, and confer with colleagues. Additionally, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.