Position Descriptions and Responsibilities

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Employment

SVEA is now hiring for the following positions: 

  • Lifeguards & Spa Attendants (Summer Season) 20 to 40 hours a week

Please fill out the application below and send your letter of interest and resume to svea@elkhorninsunvalley.com

Employment Application Header

 

Sun Valley Elkhorn Association employs four full-time and up to thirty seasonal employees annually. Each summer SVEA hires lifeguards and attendants to staff both of the pools and a summer administrative assistant to work in the Harker office. Every winter during the ski season, SVEA also hires attendants to staff the Village hot-tub and spa. Below are general descriptions for each position. 

Lifeguard - Now Hiring for the 2018 Summer Season

The position of lifeguard includes, but is not limited to:

  • Provide a safe, clean, and professional pool environment for the enjoyment of SVEA owners and guests.
  • Follow established lifeguard procedures as outlined in lifeguard duties, rules, etc. Procedures are the same for both the Harker and Village Pools.
  • Responsible for signing in guest.
  • Assist with daily cleaning of pool, spa, deck areas, dressing/shower areas and office/reception areas. Making sure the daily duties list is done.
  • Attend all staff meetings.
  • Communicate with staff and guest in a positive and professional manner.
  • Complete duties as assigned or as directed by Pool Manager or Assistant Pool Manager.
  • Assist with special projects from the office as requested.
  • Come to work well rested, alert, and prepared to lifeguard.
  • Be responsible of your schedule. Inform manager of changes or sick days ASAP.
  • In charge of any accident or incident reports you are involved in.

Pool Attendant - Now Hiring for the 2018 Summer Season

The position of Pool Attendant includes, but is not limited to:

  • Responsible for the professional and courteous greeting of all SVEA owners and guests.
  • Be familiar with and understand all areas of Elkhorn Rule #1 (Amenities Rules and Regulations).
  • Ensure proper amenity cards are presented prior to allowing admission to the pools. Understand, implement, and enforce the “one-time only access”; understand and enforce the “revoked card list.”
  • Responsible for the cleanliness of the check in areas.
  • Assist with administrative office duties as requested.
  • Notify Pool Manager or Assistant Manager of any noticed maintenance issue or shortage of supplies.
  • Perform addition tasks as required, and assist with special projects.
  • Assist with water testing, cleaning skimmer baskets, pool vacuuming, etc., as assigned.

Summer Administrative Office Assistant

Duties for this position include, but are not necessarily limited to:

  • Contributes to the team to execute the many aspects of providing excellent property owner services.
  • Assist with answering telephones and routing calls, taking messages, greeting owners, guests and others coming into the office, issuing amenity cards, running office/association errands, opening and routing mail, quarterly and special mailings, filing and all other general office duties.
  • Assist all office team members as requested.
  • Assist the Finance Manager with preparation of new hire documents and submittals, payroll information and personnel files; assist with mail merges to owners and data entry in Access and 18 for record changes.
  • Prepare all paid bills for mailing, and file all invoices.
  • Maintain and scan control sheets and oversee amenity card supplies to assure paper, ink cartridges, and appropriate quantities of plastic cards are on hand at all times. Inform ADC Manager when supplies need to be ordered.
  • Prepare bank deposits using Bank Deposit Procedure.
  • Photocopy all MISC Deposit checks and file copies in appropriate file.
  • Enter weekly guests into SVEA’s sZen database.
  • Open Finance Manager’s email on Monday’s and ADC Manager’s email on Fridays to review and enter guest card requests.
  • Prepare and mail Welcome Letters to new owners and follow-up letters requesting owner information.
  • Assist with special projects, recreation event planning, summer meeting and BBQ organization.
  • Develop procedures as needed for projects and events.
  • Keep employee phone lists up to date.
  • Ensure flyers for pools, tennis courts, activities, and special events are available at all amenity locations “Village Pool, Harker Pool, Harker Tennis, Harker Center”.
  • Assist with ADC, Board, Committee and other meeting preparation as requested.
  • Oversee all office recycling. Pick-up day is Tuesday. All Corrugated Cardboard can be dropped off at the Elkhorn Fire Station.
  • Scan Capital Expenses by year and account code.
  • Print, organize and compile annual Blaine County List of owners in three ring binder.

Pool Manager

The position of SVEA Pool Manager includes, but is not limited to:

  • Responsible for the safe and professional operation of SVEA Pools.
  • Understand and enforce all SVEA Rules pertaining to the Pools.
  • Understand all SVEA Procedures pertaining to the operation of Pools.
  • Responsible for the hiring and termination of pool employees and ensure that all employees perform their jobs pursuant to their appropriate job description and in accordance with all SVEA Rules and procedures.
  • Responsible for the initial (prior to hiring) “in-water” testing of guards and documenting the test result for the personnel files.
  • Ensure that the required paperwork (correct mailing addresses, W-4, I-9 forms, employee’s emergency information, etc.) is completed and delivered to the Accounting Manager prior to scheduling employees for work.
  • Responsible for the scheduling of all pool employees and for monitoring and meeting the payroll budgets.
  • Train pool personnel in office, spa and pool duties. Hold staff meetings as needed. To improve communications, send bi-weekly memorandums (with payroll checks), or more often if necessary, to all pool employees.
  • Review the procedure manual with all new employees and assure employees review the manual on a regular basis.
  • Responsible for all pool paper work, i.e., calculating time cards for payroll, schedule forms, user sign-in sheets (including the monthly total sheets), suggestions/comments forms, incident forms, etc. – ensure that all documents are delivered to the Accounting Administrator in a timely manner.
  • Oversee any swim programs to ensure that programs and participants adhere to designated times, pool rules and the program contract.
  • Responsible for the opening and closing procedures of the pool facilities and the cleanliness and proper maintenance of the spa and pool areas.
  • Ensure the proper operation of all pool/spa equipment and other facilities components, such as light bulbs, faucets, drains, fixtures, furniture, etc. Coordinate any needed repairs with appropriate employees or maintenance providers.
  • Monitor all pool supplies (chemicals, paper products, cleaning products, etc.) and order as needed, keeping budget considerations and timelines in mind. Ensure any necessary invoices and/or receipts have a clear and understandable description of the work performed and that they are delivered to the Accounting Administrator in a timely manner.

General Manager

Objective: Ensure that all SVEA ongoing financial and operational activities display fiscal and operational integrity, and meet the stated service objectives of the SVEA Board of Directors.

Measures:

  • A highly qualified, stable, and promotable staff is hired and retained to meet all SVEA service and operational requirements.
    • Staffing requirements are clear. Specific functions are documented in Position Plans and clearly spell out responsibilities and measures.
    • Key SVEA positions are filled in a timely manner with qualified candidates, resulting in no service disruption for our members. New members of the team receive appropriate coaching to become highly functioning members of the staff as quickly as possible.  
    • Performance feedback is documented, consistent, and timely. Employees have formal written evaluations at least annually, including progress on achievement of prior year goals as well as specific goals for the coming year.
    • Specific progress against written goals is submitted to the Board in preparation for the Manager’s annual review. This information will be the basis for the performance evaluation.
    • Staff members show growth in responsibility, contribution, and promotability from year to year. New responsibilities are reflected in updates to position plans.
    • Salary recommendations are supported with relevant and updated salary survey data from comparable outside companies.
    • Staff has appropriate access to technology, tools and training to meet specific position responsibilities and SVEA objectives.
    • When promotional opportunities are available, we identify a qualified candidate to fill the position, ideally someone from within.
  • Operational processes are constantly monitored to ensure they are meeting objectives; necessary steps are taken (either by taking direct action or reporting to the appropriate person that action or monitoring is needed) for all situations that do not meet objectives.
  • All financial operations of SVEA meet high standards of integrity and fiscal prudence.
    • All cash flow operations (collections and expenditures) are done in a correct, timely, comprehensive, and fiscally responsible manner.
    • A draft annual budget is ready for Finance Committee and Board of Directors’ review at the fall meeting. Annual spending is within plan. Monthly reports showing spending relative to budget are published with analysis of significant deviations from plan.
    • An annual audit of financial operations is accomplished through a 3rd party; results show appropriate financial controls are in place.
    • Necessary and adequate insurance coverage is in force at all times.

Objective: Facilitate Success of SVEA Board of Directors in achieving their mission.

Measures:

  • The SVEA Board of Directors is kept informed in a timely manner of all matters of consequence affecting any aspect of Elkhorn or its operations. Articles of interest in local newspaper and other sources are routinely filtered in a timely manner to appropriate BOD members to help in their decision making.
  • New board members receive a standard membership package that includes a synopsis of key issues facing the board, prior year BOD meeting results, the Master Declaration, a listing of current BOD members and contact information, current SVEA staffing profiles, position plans, operational and capital budgets and balance sheets.
  • Provide advice and direction to board regarding operation and governance.
  • Planning of BOD meetings and meeting follow-up facilitates appropriate and timely action from committee members and staff.
    • SVEA meetings are scheduled in a timely manner. Communication regarding meeting timing and logistics is timely, clear, and easily accessible.
    • Agenda and supporting documentation is published at least one week prior to the meeting. This requirement is waived for ad hoc meetings with less than two weeks preparation time.
    • Meeting minutes are published within 5 business days of meeting, and clearly represent the key issues, decisions, and action items agreed upon. Action Items have a documented owner, deliverable, and due date. Updates to the BOD are scheduled on the next agenda or when appropriate.
    • Action items are monitored with timely reminders to owners regarding due dates and deliverables. Expectations are reset regarding deliverables and due date if necessary.
  • Sub-committee structure, responsibilities, leadership and goals are documented and easily accessible.
  • Participation in long-range planning brings significant insight regarding Elkhorn and SVEA physical, political, public relations, operational, and owner needs, rights and goals. Plans are documented, and follow-up is timely and appropriate (as detailed in the above BOD meeting measures).

Objective: SVEA legal requirements and contractual obligations are fully satisfied.

Measures:

  • Understand in detail and continually review SVEA governing documents (Master Declaration, Sub-declarations, ADC Manual, Elkhorn Rules, Board Resolutions, etc) to be certain implementation is uniform and complete and to suggest changes when such becomes necessary from an operational or practical standpoint.
  • Ensure that for the Annual Meeting sufficient proxies are obtained to conduct all proposed and necessary business.
  • Participate in all SVEA contracts and contracting processes to ensure goals, timing, and budget requirements are met.
  • Assist in owner dispute resolution in all forms (owner v. owner, owner v. SVEA, owner v. sub-association, owner v. staff, etc)
  • Understand function of and use SVEA legal counsel in necessary and appropriate fashion.

Objective: Ensure appropriate communication to all SVEA stakeholders.

Measures:

  • Communication vehicles and appropriate content generation mechanisms are in place and achieve desired results
    • “Push” (SVEA stakeholders) communication vehicles – i.e. newsletters, homeowner contact lists — are available to distribute SVEA news/issues to key stakeholders – individual homeowners, the SVEA community, sub-associations, local government, and staff. Publication meets established timelines and goals.
    • “Pull” (stakeholder initiated information requests) communication vehicles – i.e. website, SVEA phone lists — are easily accessible and well-communicated to our constituency. Feedback indicates content is relevant, clear, and timely. Updates meet established timelines and goals.
    • Data collection regarding contact information for SVEA stakeholders is timely, useful, accurate and updated at least annually.
    • Relevant content for both push and pull vehicles are actively solicited from Sub-Committee chairs, staff, sub-associations, and other key members of the community.
    • Feedback from stakeholders indicates the content was relevant and easily accessible.
    • The communication plan is updated at least annually, including an objective assessment of the success of the prior year communication activities.
  • SVEA homeowner meetings (Annual Meeting, Summer Membership Meeting and Barbeque) are well-communicated and well coordinated. Attendee feedback indicates it was a good use of their time. Attendance grows year to year.
  • Interactions between the SVEA manager and SVEA constituencies reflect positively on the SVEA association. The manager is seen very positively as the “face of SVEA” to the SVEA community.
  • Public relations opportunities throughout the community are handled in a positive manner. This includes Manager’s personal interaction with both the relevant government bodies as well as SVEA membership, attending public meetings held by City of Sun Valley, Sun Valley Company, etc.

Objective: Complete special projects as assigned.

Measures:

  • Actively participate in suggesting appropriate, high-impact projects to further the mission of SVEA. Projects are accepted with enthusiasm.
  • Actively work with the BOD to determine specific plans and goals.
  • Project results meet established goals and timelines.

Finance Director, Systems Administrator, Communications Director and Human Resources

Duties for this position include, but are not necessarily limited to:

GENERAL:

  • Perform/assist with all office functions, e.g., answering telephones, taking messages and routing calls, greeting owners, guests, etc. coming into office, issuing amenity cards, association errands, open and route mail, arrange special mailings, filing, and general email management.
  • Attend all SVEA Board, Owner and assigned Committee meetings. Assist with preparation for meetings/functions.
  • Perform additional tasks as required, and investigate and assist with special projects.

DIRECTOR OF FINANCE: Responsible for the oversight of accounts payable, accounts receivable, collections and payroll bookkeeping services. Preparation of all monthly financial reports and submissions to Board of Directors. Provide financial data analysis of SVEA business model, procedures and recommend potential efficiencies.

  • Train and oversee contracted bookkeeping services for Accounts Payable/Receivables/Payroll Procedures. Coordinate with Bookkeeper Accounts Receivable late payment collection processes. Directly responsible for filing of liens and small claims court procedures.
  • Provide cross training for all administrative personnel on SVEA accounting procedures.
  • Work with GM and department managers in preparing and monitoring Operational and Capital Budgets.
  • Prepare Monthly Operational/Capital Financial Reports – Send to Board and post to website.
  • With input from Amenities Operations Manager annually update and maintain capital component schedule and incorporate into annual budget as may be required.
  • Work with GM and Amenities Operations Manager for Annual Capital Expenditure Requirements.
  • Review and analyze SVEA operating efficiencies, seeking to identify, develop and propose cost reduction and enhanced services strategies.
  • Work with GM to prepare, review and monitor SVEA investment strategies.
  • Aid Auditor in annual audit preparation as may be required .

OFFICE AND COMPUTER SYSTEMS ADMINISTRATOR: The Office and Computer Systems Administrator is responsible for the care and maintenance of all office equipment, computer equipment, software and software licensing required for uninterrupted business services.

  • Maintain and update all aspects of SVEA Website as may be required. Cross train all staff on maintaining and updating web-site information, HOA Management Software, etc.
  • Work with Office Manager in maintaining SVEA Database.
  • Regularly monitor and implement computer equipment updates for Harker Center, Harker Pool, Harker Tennis, Village Pool and Village Tennis as required. Respond, review and initiate off-site and on-site computer station troubleshooting. Contact and coordinate IT Specialists as required.
  • Work with Software Developer and GM in the development and implementation of SVEA Management software, updates and support.
  • Monitor available in-house and market place software and make recommendations for increased productivity and efficiencies in administrative, amenity utilization, ADC processes, communications and office management. .
  • Manage and update as may be required all email, e-blast and ticketing systems. Cross train all staff on email, e-blast and ticketing systems.
  • Maintain server and backup systems, work with IT Professional on updates and maintenance requirements.
  • Responsible for maintaining current equipment inventory and ordering any required maintenance for all office equipment, computers and server supplies. .
  • Review annually computer hardware, software, software licenses and prepare annual capital requests for new office and computer equipment for Finance Committee consideration.

COMMUNICATIONS DIRECTOR: The Communication Director is responsible for all aspects of the communication publication processes.

  • Format quarterly newsletter, brochures, flyers and dues statement inserts and prepare for mailing or distributing via US Mail and/or electronically as may be required.
  • Prepare, format and distribute E-blasts as may be required.
  • Cross train administrative staff on use of Constant Contact procedures.
  • Arrange, schedule and organize Communications Committee Meetings. Provide Staff representation/liason for Communications committee and attend Communications Committee meetings. Take notes and transcribe minutes, obtaining prompt electronic approval when possible. Provide minutes to General Manager within 10 business days of any meeting.
  • Arrange, schedule and organize Communications Committee meetings.
  • Initiate GM, Board and Committee communications goals as may be derived from Board meetings, workshops, etc.
  • Work with Programs Director to develop strategies and member communication methods which promote, enhance and increase program participation.

HUMAN RESOURCES ADVISOR: Responsible for monitoring SVEA operations to insure compliance with Federal, State and Local labor laws as it pertains to employment and benefit programs.

  • Maintain employee personnel files and process all new or returning employees.
  • Regularly monitor and report on SVEA labor law responsibilities. Provide status report by January 31, each year. Reporting to include; any changes during the current year; anticipated changes for the next calendar or subsequent year(s); and, budget implications as a result of the changes.
  • Post, maintain and update all required labor law signage at all SVEA locations.
  • Understand and advise eligible employees on SVEA Personnel Policy, 401K eligibility requirements, health insurance benefits.
  • Prepare information for the annual 5500 for 401(k) plan.
  • Review and recommend any required changes annually to SVEA Personnel Policy Guidelines to insure SVEA compliance with Federal, State and Local labor requirements.
  • Update Employment information on website as may be required.

Amenities Operations Manager

Duties for this position include, but are not necessarily limited to:

GENERAL RESPONSIBILITIES

  • Be familiar with and understand the SVEA Master Declaration, Architectural Design Committee Manual, Elkhorn Sub-association Covenants Conditions & Restrictions, and Elkhorn Rules.
  • Be familiar with all SVEA owned properties such as Harker Center structure, Patty Rosewater Park, Harker and Village pool facilities and tennis courts, and open space areas.
  • Attend all SVEA Board Meetings, Owners Meetings and other appropriate meetings. Assist with preparation for meetings/functions.
  • Assist with answering telephones and routing calls, greeting owners, guests and others coming into the office, issuing amenity cards, running office/association errands, opening and routing mail, statement and special mailings, and all other general office duties.
  • Assist with any Special Projects as needed and participate in preparation of bid documents, contractor negotiations and supervision of contractors and vendors.

AMENITIES MANAGER:  Responsible for the maintenance of all SVEA owned facilities, amenities and grounds.

  • Direct and oversee Recreation/Board approved amenity improvements or maintenance projects.
  • Perform regular inspections of all SVEA owned properties to ensure such are well maintained, clean and in a first-class condition. Such properties include but may not be limited to; pools, spas, tennis courts, parks, ponds, trails and paths, all open space, fencing, signs, parking lots, structures, etc.
  • Ensure that all components of SVEA assets are in good working order and are in line with the estimated life expectancy as outlined in the Capital Component Schedule.
  • Work with Finance Director on maintaining and updating capital component schedule.
  • Responsible for the hiring, training, supervision and evaluation of any maintenance staff.
  • Participate in preparation of bid documents, contractor negotiations and the supervision of contractors for all maintenance work on Elkhorn facilities, amenities and grounds.

POOL OPERATIONS:  Responsible for the safe and professional operation of the SVEA Pools

  • Understand and enforce all SVEA Rules and Procedures pertaining to the operation of Pools.
  • Work closely with the Recreation Committee in reviewing owner. communications, user numbers and times of use, and staffing requirements in order to determine operating dates and times, and to develop budget information.
  • Ensure that components of pools and accompanying amenities are in good working order and are in line with the estimated life expectancy as outlined in the Capital Component Schedule.
  • Hire, train, supervise and evaluate Summer Pool Staff and Assistant Pool Manager utilizing established Position Plans. Hire, train, schedule, supervise, manage and evaluate Winter Spa Attendants utilizing established Position Plans.
  • Ensure that the required paperwork (correct mailing addresses, W-4, I-9 forms, employee’s emergency information, etc.) is completed and delivered to the Accounting Manager prior to scheduling new employees for work.
  • Responsible for meeting approved payroll budgets.
  • Responsible for scheduling all personnel for summer pool operations at both the Harker and Village.
  • Responsible for preparing scheduled payroll reports to be submitted to Finance Director or bookkeeper as directed.
  • Prepare annual budget allocation requests, i.e. pool staffing, maintenance expenses, capital component replacement.
  • Train pool personnel in office, spa and pool duties. Hold staff meetings as needed. To improve communications during the summer season, send bi-weekly memorandums, or more often if necessary, to all pool employees.
  • Review the procedure manual with all new employees and assure employees review the manual on a regular basis.
  • Review all pool paper work, i.e., time cards for payroll, schedule forms, owner and guest suggestions/comments forms, incident forms, etc.
  • Finalize contracts with operators of any swim programs. Monitor programs to ensure that operators adhere to designated times, pool rules, program contract stipulations, participant waiver releases, payments, etc..

TENNIS OPERATIONS:  Responsible for the professional operation of the SVEA Tennis Courts

  • Work closely with the GM and Tennis Committee in order to determine tennis operating dates and times, to develop budgeting information, and assist GM in preparing contract with a Tennis Professional.
  • Monitor the terms of the Tennis Agreement/contract and ensure that all details as it relates to tennis court care is being achieved.
  • Ensure that all components of the tennis facilities are in good working order and are in line with the estimated life expectancy as outlined in the Capital Component Schedule.
  • Be familiar with all aspect of Har-Tru court construction, watering, seasonal opening and closing procedures and scheduled maintenance.
  • Assist GM in all tennis court capital maintenance and improvements over sight.

VENDOR RELATIONS:  Hiring, managing and oversight of contractors and vendors performing work on any SVEA properties.

  • Enter into an annual contract with a landscape company to perform the needs of the maintained landscaping of SVEA properties.
  • Enter into an annual contract with a snow removal company to perform the needs of the Association.
  • Coordinate vendor activities for emergency and scheduled maintenance repairs and/or component replacement as may be required from list of approved vendors.
  • Solicit bids from time to time to ensure that vendor contract costs remain in line with good business practices and competitive local area rates.
  • Monitor the terms of contracts and ensure that all requirements are being met.
  • Prior to ordering or authorizing services, from any vendor or contractor, obtain and file proof of insurance certificates. Ensure adequate limits for liability and worker’s compensation, and that all noted information on the certificate is accurate. Prior to releasing any payment obtain W-9 for any new vendor or contractor.

RECREATION PROGRAMS COORDINATOR:  Aids Programs Director in developing, coordinating and implementing recreation programs for owners and guests.

  • Work with Programs Director and Recreation Committee to determine amenity offerings.
  • Assist Programs Director with program development, implementation, coordinating, setting up and breaking down programs and events,
  • Assist in securing instructors and staff as may be required to successfully complete programs and events.
  • Work with programs director in preparing budget requests to finance committee.

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ADC, Compliance and Office Manager and Programs Coordinator

Duties for this position include, but are not necessarily limited to:

GENERAL: Contributes to the team to execute the many aspects of providing excellent property owner services.

  • Attend all SVEA Board Meetings, Owner Meetings, assigned Committee Meetings and other appropriate meetings. Assist with preparation for meetings/functions. Take notes for Meeting Minutes and transcribe minutes.
  • Prepare bank deposits and perform other on-going office tasks required for small office internal control compliance, i.e. second signature for check signing and account transfer policy requirements.
  • Enter emailed guest information for amenity use.
  • Assist with answering telephones and routing calls, greeting owners, guests and others coming into the office, issuing amenity cards, running office/association errands, opening and routing mail, statement and special mailings, filing statements, updating website, and all other general office duties.
  • Assist with any ‘Special Projects’ as needed.

ARCHITECTURAL DESIGN MANAGER: Manages the review of new construction and all other exterior alteration projects. Be able to provide information, assistance, material and education to new and existing owners regarding the benefits of Association living.

  • Be familiar with and understand all areas of SVEA Architectural Design Committee Manual, Master Declaration, Elkhorn sub-association Covenants Conditions & Restrictions, Elkhorn Rules, and Resolutions, as well as City of Sun Valley Zoning Ordinances.
  • Receive and review all incoming ADC submittals. When necessary, assist applicants and/or their architects to ensure all required information is included in submittal package. Set up ADC files for all projects as needed.
  • Organize, prepare, and distribute materials for all ADC meetings. Select architects from the SVEA roster to attend meetings being sensitive to any possible conflicts of interest, as well as utilizing the same people when an applicant is returning from a tabled project. Prepare and distribute minutes of the meetings to all appropriate parties. Notify applicants of the committee’s determination on their project.
  • Maintain a current roster of all SVEA ADC members and their terms of service. Recommend replacement members for Board appointment when terms are near expiration.
  • Perform regular physical monitoring of all Elkhorn ADC construc¬tion projects to ensure conformance to all appro¬priate require¬ments.
  • Responsible for the maintenance of all files, records and documentation of ADC operations and requirements, and responsible for all ADC related correspondence.
  • Attend all ADC meetings and inspections and appellate hearings on ADC affected matters. Follow up with all conditions of approvals to ensure compliance.
  • Attend City Planning & Zoning Meetings to monitor progress of Elkhorn applications and projects.

COMPLIANCE MANAGER: Conducts exterior inspections of Elkhorn properties to ensure compliance with deed restrictions and architectural guidelines.

  • Understand and regularly review SVEA General Restrictions.
  • Responsible for regular inspections of all Elkhorn properties to ensure compliance with the General Restrictions of Elkhorn.
  • When necessary, prepare and send Violation Notices and Hearing Notices. Monitor and document all progress.
  • Organize, distribute materials for, and prepare minutes for any needed Violation Hearing Board meetings.
  • Review, propose and develop efficiencies to streamline the compliance processes.

OFFICE MANAGER: Responsible for overseeing all general office functions not identified in other position plans, including the hiring, training and supervision of temporary and seasonal administrative assistants.

  • Responsible for the hiring, training and supervision of temporary help, and summer administrative assistants.
  • Perform/assist with all office functions, e.g., answering telephones, taking messages and routing calls, greeting owners, guests, etc. coming into office, issuing amenity cards, association errands, open and route mail, arrange special mailings, filing, and general email management.
  • Responsible for maintaining an inventory and ordering of office, kitchen and cleaning/janitorial supplies.
  • Attend all SVEA Board and owner meetings. Assist with preparation for meetings/functions.
  • Perform additional tasks as required, and investigate and assist with special projects.
  • Maintain Owner database, record and file warranty deeds.
  • Become familiar with bookkeeping procedures for accounts receivable, accounts payable and payroll services and prepare deposits.
  • Become familiar and cross train in SVEA Technologies, databases mgmt., website mgmt., Ticketing System and e-blast procedures.

RECREATION PROGRAMS DIRECTOR: Arranges, conducts and supervises various association recreation programs and social activities. Promotes and communicates events and services to association residents.

  • Attend Recreation Committee meetings with Amenities Operations Manager. Take notes and transcribe minutes, obtaining prompt electronic approval when possible. Provide minutes to General Managers within 10 business days of any meeting.
  • Assist with the development and promotion of Recreation Committee recommendations for activity programs, events and classes offered for children and adults.
  • Coordinate all aspects of the programs, events or classes offered. Tasks include scheduling, purchasing necessary supplies, coordinate staff and event requirements with Amenities Operations Manager, coordinate all aspects of locating and securing qualified instructors as required, negotiate pay and insurance requirement for qualified instructors, secure all owner/parental/guests consent and risk acknowledgement waivers.
  • Creation and distribution of email, posters, and all other forms of communication promoting programs, events and classes offered by SVEA.
  • Attend programs, events or classes in a supervisory capacity as may be required.
  • Report to Recreation Committee on programs, events and classes sponsored by SVEA. Make recommendations for continuation or elimination of programs, events or classes based on attendance, owner interest, area availability of similar activities, cost and budget considerations.
  • Work with Communications Director to efficiently promote programs and events to maximize participation by owners and guests.