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Community Development Assistant
We are no longer accepting applications for this position
Posted Start On Type Department Location
08/16/13 N/A Full Time Community Development CA - Corona
Summary

The Community Development Assistant assists Community Managers and the Vice President of Community Development with general office administration, correspondence, filing, plan tracking, processing of mail and visitors, maintenance of projects and general files, preparation of contracts, handling of invoices, scheduling of meetings and other miscellaneous related tasks.

To apply, please click here.

Duties

1.0        Consultant  Agreements, Purchase Orders, Change Orders

1.1        Prepare and process Master Consultant Agreements and maintain Consultant matrix and maintain department master files

1.2        Prepare and process project specific consultant agreements, purchase orders and change orders and input into E-1 system

2.0        Invoice Processing

2.1        Research and follow up on payment of consultant invoices

2.2        Review invoices for compliance to contract, purchase order or change order and/or code and route for approvals

3.0        Check Request Processing

3.1        Prepare check requests including appropriate cost code and obtain approvals of check request

3.2        Verify consistency of check amount with current budget

3.3        Copy check request, backup and copy of check for project files

3.4        Submit check to appropriate party

4.0        Plan Ordering

4.1        Provide consultants with purchase order numbers for plans ordered on a specific community that relates to the Community Development Department and maintain log of reprographics print orders

4.2        Review, code and process reprographic invoices

5.0        Responsibilities

5.1       Update and maintain various project specific reports (i.e., Sequence Sheets, Community Directory, Community Document reports) and department reports (i.e., consultant matrix, contact lists, milestones, start forecast, tract list, job number/assignment lists)

5.2       Attend department/staff meetings; maintain and distribute meeting minutes as required

5.3       Maintain Community Development filing within the central filing systems

5.4       Open and distribute mail for the Community Development Department

5.5       Coordinate all DRE related documents

6.0       Other Responsibilities

6.1       Permits:  Assist Community Development Manager in the coordination and processing of various permits.  Also assist in assembling submittal packages

6.2       CFD:  Administer CFD disbursements/reimbursements

6.3       Budgets:  Assist Community Development Manager in researching project costs, commitment and open balances

6.4       Bonds:  Maintain bond report for Division and submit to Corporate monthly.  Request bonds from bonding company and process as required by city or county and process bond payments.  Assist in coordinating exoneration of bonds

6.5       Utilities:  Manage and maintain utility meter matrix.  Code and   approve invoices and coordinate timely turnover of meters

6.6       SHPIP: Coordinate consultant enrollment with our corporate SHPIP representative 

7.0       Other duties/projects as assigned

Knowledge and Experience

1.0        3 to 5 years experience as Assistant

2.0        College degree preferred

3.0        Knowledge of the Home Building Industry a plus

Skills and Abilities

1.0        Excellent administrative, secretarial and clerical skills

2.0        Excellent communication skills

3.0        Ability to interface with a variety of personalities

4.0        Ability to prepare and transmit regular correspondence

5.0        Ability to answer phones for multiple Community Development Managers and respond to phone messages

6.0        Ability to prepare and update complex spreadsheets

7.0        Ability to research accounting records and prepare reports

8.0        Ability to schedule large meetings

9.0        Scheduling, time management, priority setting, and follow up a must

10.0      Ability to organize, work, think, and make independent decisions

11.0      Ability to be flexible, work well under pressure and to juggle multiple projects and priorities

12.0      Ability to understand and coordinate utility bills processing

13.0      Basic understanding of the nomenclature, terminology and process involved with preparation of plans, contacts,  homesite construction sequencing and construction cost estimating

14.0      Mainframe and personal computer which would include Microsoft Office Suite.

15.0      Microsoft Word, Excel, PowerPoint, Outlook, JD Edwards

To apply, please click here.