Staff Assistant - Community Watch

Do you thrive in an environment that is geared towards outstanding hospitality? Do you have a passion for being innovative and creative? Is hard work on your top list of ideals? Are you a steward of your working environment? Then read on…

The Villages Community Development Districts (The District) tops the list of community development districts that continues to grow in one of the most scenic locations in Florida, The Villages. Our collective commitment to hospitality, innovation & creativity, hard work, and stewardship helps employees thrive and excel in many fields within The District. An immediate full-time opportunity exists for an individual with commitment, a “passion” for excellence, and a “drive” for accuracy to join our Community Watch Department. This position requires a solid background of advanced communication skills. The incumbent will enjoy a challenging atmosphere and be part of a productive team that supports The District and its surrounding community. The District is looking for an individual with a desire to utilize their cutting-edge supervisory skills in support of the Community Watch department. The District provides a supportive and engaging workplace that is committed to developing great talent, coupled with competitive compensation and benefits. Do not pass up this opportunity to be a part of a positive, expanding organization.

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

• 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 reports to the Director of Community Watch. Directs and oversees department’s daily office operations to ensure smooth functioning of administrative support staff and functions. Performing administrative/clerical duties and routines related to the management and operation of the Community Watch Department, independently and in conjunction with direction from the Community Watch 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, handling financial duties 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, public, vendors and other government entities &/or Public Safety departments with little or no supervision. Additionally, provides support to the Director as needed and works on projects as assigned.

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

Administrative

• Schedules appointments and maintains calendar.
• Schedules/coordinates meetings and room set up as necessary.
• Oversee processing and record maintenance of department members training requests, approvals, ensuring successful completion of same through required District and/or HR processing.
• Production of data, including but not limited to flowcharts, time management, etc., using current available software, or identifying software needed to produce same, as requested and within required timeframes.
• Extensive use of queries and reports utilizing Community Watch records management system.
• Assists/Creates, edits and publishes various documents as needed, i.e., annual reports, project narratives, various forms and reports, etc.
• Produces graphic art projects as directed.
• Draft agendas, takes, distributes and keeps logs of meeting minutes as directed.

Personnel

• Assists with recruitment, selection, and on-boarding of new staff, including posting open positions, setting up interviews, prescreening, reference checks, coordinates new hire processing, uniform distribution, training schedules, years of service and coordinate new hire introduction to Community Watch.
• Processes new hire forms, (Dream Sheets, Emergency Contacts, Fuel PIN Forms, Driver Authorization Forms, Vehicle Use Agreement, etc.).
• Assist with reviewing and revising job descriptions for Community Watch as directed.
• Responsible for collecting, tracking and completing the process of all probationary and annual evaluations. This includes review for signatures, dates, goal sheets, etc. Performs follow up tracking with supervisors for mentor evaluations.
• Manages all documents as it relates to employees; (employee change notice, red and blue schedule & mentor sheet for supervisors, hiring, evaluations, transfers, promotions, terminations, etc.).
• Communicates to supervisors any change of staffing due to postings and/or Dream Sheets.
• Maintains all employee records in Fire House such as address changes, phone numbers, emergency contacts, etc.
• Manages Dream Sheets and processes selection of personnel, working with Supervisors, as positions become open.
• Deactivate all Fuel PIN Cards upon resignation/termination of employees.
• Assist supervisors to complete Exit Interviews upon employee’s resignation.
• Manages and maintains current files on all employees (ECN’s, Training, Evaluations, Counseling, Recognition, etc.).

Payroll

• Prepare employee change notices for payroll processing of new hires, Sub Supervisors, terminated employees, lump sum awards, transfers, promotions, medical terminations, and address changes as needed.

Risk Management

• Review all Incident and Workers’ Comp forms to ensure all are completed properly and follow up as needed.

Budget

• Assist with the collection, analysis and communication of budget data for preparation of the annual budget.

General

• Must be able to respond “after-hours” in case of Emergency.
• Keeps current with District and Department policies and changes/updates to ensure the ability to abide by and enforces same as it relates to daily duties and responsibilities.
• Assists Department Managers with any project by means of reports, statistical data, letters, memos, correspondence, spreadsheets and flow charts.
• Responsible for establishing and maintaining official documents and records in appropriate files.
• Utilizes Microsoft Outlook to schedule meetings and appointments, write letters, reports and prepare documents as needed.
• Assists in the development and facilitation of work processes to continuously improve the flow of work, quality of services delivered and productivity of the department.
• Conducts proof reading of department documents as requested prior to release of same by the department.
• Prioritizes daily workload while handling multiple tasks.

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)

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

MINIMUM EDUCATION AND EXPERIENCE

• Associates Degree (AA) or equivalent from a two-Year College or technical school; six months to one-year related experience and/or training; or equivalent combination of education and experience.

MINIMUM CERTIFICATES, LICENSES, REGISTRATIONS

• Valid Florida Driver’s License required.
• 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

• Proficient personal computer skills and proven intermediate or better proficiency level in knowledge of Microsoft packages involving Word, Excel, Access, Outlook and Power Point.
• Proven ability to provide excellent customer service to our residents.
• Excellent verbal communication skills and professional appearance.
• Strong work ethic and commitment to providing optimal Customer Service.
• Ability to be well-organized & successfully multi-task in a fast-paced environment to meet multiple demanding deadlines.
• Proof of Florida Residency.

Abilities

• 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 year.

EQUIPMENT (Includes, but not limited to)

Position regularly requires 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:

• Frequently required to sit for long periods of time, work on computer, stand, bend, talk, and hear, required to walk, use hands, reach, handle or feel objects or controls, push/pull, use hands/fingers, reach forward and overhead, kneel, stoop, twist, squat, sit, balance.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral.
• Vision, depth perception, and ability to adjust focus.

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:

• Frequently required to sit for long periods of time, work on computer, stand, bend, talk, and hear, required to walk, use hands, reach, handle or feel objects or controls, push/pull, use hands/fingers, reach forward and overhead, kneel, stoop, twist, squat, sit, balance.
• The employee must occasionally lift and/or move up to 10 pounds.
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.