904-Maintenance Admin Services - 2035-904 Operations Specialist

904-Maintenance Admin Services - 2035-904 Operations Specialist

Friday, April 26, 2024
Village Management Services, Inc.'s mission isto serve the residents of Laguna Woods Village with the highest level of customer service and professionalism, making Laguna Woods Village the premier active-adult community in Southern California. We value integrity, quality, dedication and open communication in a rewarding and challenging environment.
JOB SUMMARY:

Under general supervision, assists with coordination of in-house services and services provided by vendors and contractors, schedules appointments, gives information to callers, prepares written communications, reviews reports, maintains data and records files and otherwise relieves supervisor of clerical work and minor administrative and business detail; and performs related work as required. Work involves regular contact with other divisions, departments, residents, vendors, contractors and the public.
**Three-month Temporary Part-Time Job**

ESSENTIAL FUNCTIONS:

Coordinates and schedules appointments for Operations Supervisors and/or Coordinators. Assists with the coordinating, scheduling, and tracking of union personnel, inspector and contractor work activities.
Processes work orders for outside contractor work. Maintains records of inspection findings, work orders, and contractor work completions. Reviews, codes and compiles vendor/contractor invoices for approval by supervisor/manager. Prepares documentation to obtain public agency permits.
Visits sites within the Community to observe and report on property conditions. Gathers material for reports, forms, and summaries; checks against records to secure complete and accurate information. Under direction, prepares requisitions for contractor services, materials and equipment.
Takes notes and transcribes into letters, reports, memorandums, and other material. Composes and types form letters of a standardized nature for review by a superior. Types a variety of materials from draft copy, notes or detailed instructions.
Maintains office files, posts data to records, compiles and computes data from files and other sources in preparing complex reports. Prepares and maintains moderately complex fiscal, operating and other records.
Provides information to the public concerning rules, regulations and activities of operations departments. Refers difficult and unusual problems to an appropriate supervisor.
Assists in the preparation and distribution of agendas and supporting materials for department staff and safety meetings. Takes notes, transcribes, and distributes minutes and related information.
Drives a vehicle to meetings, workshops, and other job related responsibilities.
Regular attendance required. All duties performed on-site for the Community.
DESIRABLE QUALIFICATIONS:
Graduation from high school supplemented by courses in business. Experience in dealing with the public in a business environment, keyboarding and clerical work or any equivalent combination of education and experience which produces the following:
Knowledge

of the occupational hazards and safety precautions of the job.
Knowledge

of PC and applicable software programs.
Knowledge

of modern office equipment, practices, systems and procedures.
Knowledge

of secretarial practices and procedures.
Knowledge

of basic maintenance and construction practices and procedures.
Ability

to handle multiple tasks during the work day.
Ability

to communicate effectively with various levels of management and the public.
Ability

to prepare routine reports and answer questions from records.
Ability

to read, understand, interpret and explain rules and regulations.
Ability

to type 55 words per minute.
Ability

to take notes and transcribe rapidly and accurately
Ability

to relate to the needs and concerns of senior citizens.
Ability

to maintain effective working relationships with co-workers, the public and to deal with public relation problems courteously and tactfully.
Ability

to pass respiratory pulmonary function test.
Ability

to pass qualitative and/or quantitative respirator fit test.
SPECIAL REQUIREMENTS:
Possession

of a valid California Driver’s License.
VMS is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided on the basis of qualifications, merit and business need.

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