2059-140 Community Services Administrative Coordinator

Community Services Administrative Coordinator

Under general supervision, the Administrative Coordinator provides comprehensive administrative and coordination support for occupancy, resale, and membership-related processes. This role is responsible for processing applications, maintaining accurate records, coordinating interdepartmental workflows, and serving as a primary point of contact for members, prospective occupants, and internal stakeholders. The position operates in a fast-paced, high-volume environment requiring strong attention to detail, organization, and customer service skills.

Essential Functions:

• Coordinate and process applications related to co-occupancies, dependent children/grandchildren, passive businesses, opt-out requests, third-party occupancy fees, and move-in/move-out records
• Track, monitor, and follow up on applications to ensure completeness and timely processing
• Research and verify member vesting, delinquency history, and compliance with rules and regulations
• Review background checks, credit reports, and related documentation to ensure eligibility requirements are met
• Enter and maintain accurate data from resale packages and applications into designated database systems.

Resales & Records Coordination:

• Update computer database systems with new and existing owner and resident information, including addresses, emails, occupancy status, tax data, and vesting details
• Create, organize, and maintain electronic and physical files for resale packets and related documentation
• Process escrow demands and escrow closings for assigned entities
• Assist with the preparation and recording of memorandums with the county recorder's office

Customer & Administrative Support:

• Serve as a point of contact for prospective occupants and members via telephone, email, and in-person communication
• Provide information regarding applications, board regulations, and member or tenant privileges and responsibilities
• Accurately update leases, occupancy records, and resident data across multiple systems
• Perform a variety of administrative, clerical, and record-keeping duties requiring coordination across departments

Compliance & Board Support:

• Ensure all required documentation is complete prior to submitting applications for board review and approval
• Prepare staff reports and supporting materials for applications involving special or unique circumstances requiring board action
• Maintain compliance with established policies, procedures, and regulatory requirements

Equipment Operated:

PC, printer, copier, fax, calculator and telephone.

Work Environment:

Climate-controlled, indoor office, and possible exposure to dust, fumes, and normal outdoor elements.

Desirable Qualifications:

Graduation from high school including or supplemented by courses in business science. Considerable experience in business and general clerical work or equivalent combination of education and experience which produces the following:

• Knowledge of the occupational hazards and safety precautions of the job.
• Knowledge of computer and applicable software programs.
• Knowledge of modern office equipment, practices, systems and procedures.
• Knowledge of business practices and procedures.
• Ability to take notes and transcribe it rapidly and accurately.
• Ability to maintain complex records and to prepare reports and answer questions from records.
• Ability to compose correspondence.
• Ability to read, understand, interpret and explain rules and regulations.
• Ability to effectively serve members of a 55+ community.
• Ability to maintain effective working relationships with co-workers, the public and to deal with public relations problems courteously and tactfully.

Special Requirement:

Ability to keyboard 75 words per minute.

Physical Requirements:

While performing the duties of this job, the employee is frequently required to talk, hear, and use hands to grasp, feel, and reach. The employee is regularly required to sit for long periods of time (up to 8 hours) and use repetitive motion to operate a keyboard for long periods. The employee is occasionally required to kneel, pull, push, stoop, and lift and carry up to 10 lbs.

Mental Requirements:

Reading, detailed work, confidentiality, problem solving, math, reasoning, verbal and written communication skills, customer contact, multiple concurrent tasks and constant interruptions.

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.