Resources - Admin Specialist

Job Opportunity At Village Management Services, Inc.

Village Management Services, Inc.'s mission is to 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, performs receptionist activities and a variety of routine clerical duties. Assists in the conduct of a centralized personnel administration program; and performs related work as required. Work involves regular contact with other divisions, departments, residents, vendors, and the public.

Essential Functions

• Greets employees, applicants, and guests and directs individuals to proper location or individual; provides routine information to employees and callers; answers telephone and assures front office coverage. Opens, sorts and distributes mail.
• Provides information to the public concerning position openings and activities. Communicates in English and Spanish to job applicants and Spanish-speaking employees. Checks employment applications to ensure completeness. Forwards original application to assigned HR Generalist.
• Assists in coordinating HR employee events. Assists in coordinating New Hire Bus Tours.
• Tracks Sexual Harassment training certifications for new hires and retraining. Performs a bi-annual I-9 audit of active employees.
• Verifies the accuracy and completeness of Human Resources files optically imaged by MIS; accesses and retrieves documents from the OnBase system.
• Assists in tracking and processing invoices and check requests.
• Assists Human Resources staff with projects including preparing material on the computer, filing, copying and distribution of materials.
• Works effectively with co-workers, customers and others by sharing ideas in a constructive and positive manner; listens to and objectively considers ideas and suggestions from others; keeps commitments; keeps others informed of work progress via tracker, timetables and issues; addresses problems and issues constructively to find mutually acceptable and practical business solutions; addresses others by name, title or other respectful identifier, and; respects the diversity of our work force in actions, words and deeds.

All duties performed on site for the Community.

Non-Essential Functions

• Translates letters, doctor's notes and other correspondence when translating service is unavailable or of urgent matters.
• Drives a vehicle to meetings, workshops, and other job-related responsibilities.

Equipment Operated

Computer, typewriter, telephone, fax machine, copier.

Work Environment

While performing the duties of this job, the employee is in a climate-controlled indoor office.

Desirable Qualifications

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

• Bilingual in English and Spanish ; Conversational and writing.
• Knowledge of the safety hazards and necessary precautions of the job.
• Knowledge of the computer and applicable software programs to perform the job.
• Knowledge of modern office equipment, practices and procedures.
• Knowledge of business English, spelling and arithmetic.
• Ability to maintain adequate and accurate production of repetitive work during normal work periods.
• Ability to set-up and type a variety of letters, records and reports.
• Ability to relate to the needs and concerns of senior citizens.
• Ability to read, understand, interpret and explain rules and regulations.
• Ability to prepare routine reports and answer questions from records.
• Ability to maintain effective working relationships with other employees and the public and to deal with public relation problems courteously and tactfully.
• Ability to communicate effectively in Spanish both orally and in writing.

Physical Requirements

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

Mental Requirements

While performing the duties of this job the employee reads, solves problems, uses their verbal and written communication skills, and has frequent customer contact.

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.

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.