Photo by Craig Tooley.
Administrative Clerk I & II
- Job Title: Administrative Clerk I & II
- Department: Environmental Planning & Design
- Reports to: Member Services Manager
- Non-Exempt, full-time, on-site in The Sea Ranch, CA
- Reports To: Department Head
- Contacts: Heavy external member interactions
- Hourly rate range: $25.50-$31.07
- Full medical, dental, vision, paid vacation and sick time, 401k with matching, life insurance, and continuing education opportunities.
Job Summary
Under supervision (Administrative Clerk I), or general supervision (Administrative Clerk II), performs a wide variety of office support and clerical duties and activities of a general nature in support of the assigned department, division, or program area; provides information and assistance to TSRA staff, and TSRA members, receives, routes, and distributes incoming and outgoing mail; performs a variety of records management duties; prepares daily deposits, reports and correspondence; performs word processing duties; and inventory control for supplies, routine copying/digitizing/archiving of documents, mailing and filing duties, and other general office work as required. This position may also require cross-functional support for the Member Services front desk, including working from the front desk location alongside the Member Services Specialist on Saturdays as needed. Those with a background or interest in ecology, biology or landscape architecture are encouraged to apply.
Administrative Clerk I – Entry level Administrative Clerk role, providing general clerical and office support. Administrative Clerk I’s are not expected to function with the same amount of program knowledge or skill level as positions allocated to the Administrative Clerk II level and exercise less independent discretion and judgment in matters related to work procedures and methods. Work is typically supervised while in progress and/or fits an established structure or pattern. Exceptions or changes in procedures must be explained in detail, as they arise, for this role. Advancement to the “II” level is based on performing the full range of Admin II-level duties, demonstrated proficiency in performing the assigned functions, and is at the discretion of higher level supervisory or management staff.
Administrative Clerk II – Advanced level Administrative Clerk role, performing the full range of general clerical and office support duties with only occasional instruction or assistance. Positions at this level are distinguished from the Administrative Clerk I level by the performance of the full range of duties as assigned, working independently, applying well developed clerical and office support knowledge, and exercising judgment and initiative. Assigned work requires the use of judgment in selecting appropriate procedures, conducting transactions with members and the public, and solving routine and non-routine problems based on knowledge gained through experience. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the association. Work is normally reviewed only on completion and for overall results.
Qualifications
Required Education and Experience:
- High school diploma or GED required or similar combination of training and experience which enables the candidate to perform the required duties
- Demonstrated working knowledge of general office procedures and systems, and ability to use standard office equipment (computer, copy/scanning/digitizing machines, postage meter, multi-line telephone, etc.)
- Administrative Clerk I: One (1) year of office experience preferred – business, administrative or similar related training
- Administrative Clerk II: Two (2) years of office experience preferred – business, administrative or similar related training
Required Skills and Abilities:
- Ability to perform a variety of tasks while greeting the public/other staff in a professional and positive manner.
- Successfully establish and maintain effective working relationships with other professionals, Association members, vendors, consultants, and employees.
- Ability to multi-task, organize, prioritize and coordinate a varied body of administrative tasks
- Familiar with Microsoft Office – Excel, Word and Outlook, and work within PC equipment to support word processing, spreadsheet, and database applications.
- Ability to communicate clearly and comfortably in English, both verbally and in writing
- Ability to act within the policy guidelines given, use good judgement and appropriate levels of confidentiality and discretion, tact, and diplomacy
- Communicate concisely and appropriately to inquiries from other Association staff, members, the public, and outside agencies.
- Team player mentality and ability to take direction.
- Professional appearance and demeanor, reliable, personable team player who can take direction.
- Represent TSRA professionally to the Association membership, employees, the Board of Directors and Association committees
- Demonstrate personal and professional commitment to The Sea Ranch philosophy
Preferred Education and Experience
- Experience with non-profit organizations is a plus
- Training in computer operations (word processing, spreadsheet, and database) preferred.
Primary Duties
- Perform a variety of clerical and office support duties of a general nature for an assigned office.
- Learn the organization, operation, and services of the Association and of outside agencies as necessary to assume assigned responsibilities.
- Correctly interpret and apply general administrative and departmental policies and procedures in conjunction with applicable federal, state, and local laws, codes, and regulations.
- Type, enter data and/or proofread at a speed necessary for successful job performance.
- Answer incoming telephone calls and retrieve messages and triage appropriately.
- Establish and maintain a variety of files and records.
- Prepare routine correspondence and memoranda.
- Accurately count, record, and balance assigned transactions and perform routine mathematical calculations.
- Work under steady pressure with frequent interruptions and a high degree of public contact both by phone and in person.
- Plan and organize work to meet changing priorities and deadlines.
- Understand and carry out oral and written directions.
Secondary Duties/Responsibilities
- Perform other clerical duties as needed, such as filing, photocopying and collating.
- Create orientation packets.
- Employee folder creation
- Other project work as assigned by supervisor and teammates.
Physical Requirements
The physical requirements listed are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Regular and consistent attendance and the ability to sit and work with hands and arms for at least eight (8) hours per day and five (5) days per week.
- Physical ability to stand, reach, lift, bend, kneel, stoop, climb, walk, crawl, push and pull items weighing up to 20 pounds.
- Move throughout the office.
- Add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage.
- Consistent and reliable onsite office attendance a minimum of one (1) day per week.
- Proficient interpersonal relations and communicative skills in English.
- Interpret and follow a variety of instructions and procedures furnished in English – written, oral, diagram, or schedule form.
- Write routine reports and correspondence in acceptable business format.
- Meet daily, weekly, monthly, quarterly, yearly, and other deadlines consistently.
- Work under pressure with changing, ambiguous priorities.
- Communicate effectively and promptly to clients, vendors, or employees of the organization.
- High level of manual dexterity to adeptly type and use computer equipment.
- Auditory and visual skills – Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.
- Ability to work overtime occasionally at the last minute.
Expected Hours of Work
The employee will be expected to work 40 hours per week on-site during the “core” work hours of 8:30 am to 5:00 pm, Tuesday through Saturday.
About Us
The Sea Ranch Association is the homeowners association of an architecturally inspired community where environmental stewardship and commitment to iconic housing design concepts coexist on a beautiful, wild stretch of the Northern California coast.
Why You Should Apply:
- Continuing Education Opportunities – If you have the desire, you can grow the role.
- Robust benefits package: Full benefits, Paid Vacation and Sick, 401k Matching, etc.
- Full-time position with flexible schedule. Attendance at some weekend activities as required.
- Access to facilities, trails, and other member benefits
How to Apply
Qualified candidates, please submit your resume and salary requests to Rebekah Barakos-Cartwright, TSRA HR Generalist, at [email protected]
We are an equal opportunity employer and welcome diversity in the workplace.