Administrative Assistant

Position Title: John's Island Water Management Administrative Assistant

Positions Supervised: None

· Be knowledgeable of and comply with the policies and procedures of the John’s Island Property Owners’ Association (JIPOA) and John’s Island Water Management (JIWM).

· Maintain professional courtesy when serving community members.

· Perform assigned tasks to the best of your ability.

· Develop self personally for improved performance and promotion.

· Keep supervisor informed of work progress and problems in a timely manner.

· Make suggestions for improvements in own work as well as company processes.

· Maintain good relationships with supervisor and colleagues.

· Assist colleagues as requested as time permits.

· Perform other duties not specifically described.

The JIWM Administrative Assistant reports to the Director of Finance & Administration and takes direction from Management, including the General Manager and JIWM Utilities Director. The Administrative Assistant performs JIWM general office duties and assignments required to efficiently perform the responsibilities of this position. Demonstrates professionalism, discretion, and sound judgment, while performing all duties efficiently and in a manner consistent with the highest levels of customer service.

· Execute administrative policies determined by or in conjunction with management.

· Establish and maintain customer database files, recording sales of properties, address changes, and new meter information.

· Take all Utility Billing telephone calls.

· Monthly billing of irrigation water usage.

· Maintain the Fund Balance Utility Billing Accounts Receivable; record daily cash receipts, tabulate totals and remote direct deposit checks; send nacha file for authorized customers; print daily cash receipts report.

· Prepare monthly Water Usage Billing Report for the Director of Utilities.

· Print Accounts Receivable Aging Report and bring delinquencies to the attention of the Director of Utilities; prepare and mail reminder notices.

· Post and pay all jiwm invoices.

· Take minutes of all JIWM meetings as assigned and type minutes in proper form, distributing to board members with the President’s approval.

· Prepare semi-annual reports for St. John’s River Water Management District.

· Open JIWM mail; prepare, file, and mail correspondence for the Director of Utilities.

· Ensure that the office is run smoothly and kept neat.

· Assist in answering JIPOA phone lines and general office administration, as required.

· Enter handyman work orders for JIPOA accounts.

· Scan and confirm accuracy of invoices into cloud storage system.

· Serve as back up for JIPOA accounts receivable and accounts payable.

· Perform all duties as required or as assigned by the Supervisor or Management.

Education: High School Diploma or Equivalent

Certifications: CAM license preferred; required within one year of employment

Experience: Two Years Bookkeeping Experience; Ability to Communicate effectively both orally and in writing; strong typing (minimum 60 wpm); strong transcription skills by shorthand or other means (minimum 60 wpm); and Computer Skills with Solid Knowledge of Microsoft Office products. Ability to operate equipment such as copiers, fax machines, scanners, etc.

The statements shown in each section of this job description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job. Job duties and responsibilities of a similar nature may be added or changed from time to time.

Pay: $21.00 - $25.00 per hour

Work Location: In person