Job Title: SHPOA Clerk

The SHPOA is seeking a dedicated and organized individual or company to fill the role of Clerk, following Janet Barker's years of exemplary service to our community. This is a vital position that ensures the smooth operation of our association, including managing records, communications, payroll, and other administrative tasks. This is a part-time salaried position with a pay range in the mid-$20,000's.

 Due to the timing of this vacancy, we need to take swift action to identify and appoint a qualified candidate. Ideally, the Board would like to review the applications at the January meeting. If a qualified applicant is not found at that time, the Board reserves the right to extend the deadline.

 If you or someone you know is interested in this opportunity, please submit your tesume as soon as possible. Resumes should be emailed to info@shawneelake.org. The deadline for applications is January 3rd, however, again, the Board reserves the right to extend that deadline if there are no suitable applicants.

 We appreciate your understanding and prompt attention as we work to maintain the continuity of our association’s operations.  

 Sincerely,  

SHPOA Trustees 

 Job Title: SHPOA Clerk

 Job Overview: The SHPOA Clerk is responsible for a variety of administrative and clerical duties to support the daily operations of the SHPOA. The Clerk will manage records, communication with members, process billing and payroll, maintain financial accounts, and assist with meetings and projects. This position requires strong organizational, communication, and clerical skills. The Clerk will also provide support to the Board of Trustees and serve as a primary point of contact for members.

 Key Responsibilities:

  1. Meeting Support:

·       Attend monthly and annual meetings, take accurate meeting minutes.

·       Prepare minutes for approval by trustees.

Payroll Management:

·       Prepare and process payroll on a regular basis.

·       Process property tax filings associated with payroll.

Billing and Invoicing:

·       Prepare and process annual dues billing.

·       Prepare and process boat sticker billing.

Financial Management:

·       Make bank deposits and assist with bank reconciliation.

·       Pay SHPOA-related bills in a timely manner.

Website and Communication:

·       Assist in maintaining and updating the SHPOA website.

·       Respond to requests for information from members, prospective members, and others.

·       Handle general correspondence with members on various topics.

·       Manage One Call Now messaging system to notify community members.

Permit and Compliance Management:

·       Process building permits for members.

·       Verify and document property complaint violations, ensuring compliance with SHPOA rules and regulations.

Community Building Management:

·       Handle rental and light maintenance duties for the community building.

·       Purchase and stock necessary cleaning supplies for the community building.

·       Ensure the flag at the entrance is replaced as needed.

Vendor and Contractor Relations:

·       Contact vendors and contractors to solicit bids for services as required by SHPOA.

Record Keeping:

·       Maintain spreadsheets to track ongoing tasks and projects.

·       Organize and maintain files related to complaints, nuisances, fines, member status, and other essential documentation.

Legal and Compliance Support:

·       Work with attorneys on property complaints and collections as necessary.

Mail and Correspondence:

·       Collect mail from the PO Box and manage distribution.

Election and Voting Management:

·       Prepare and mail annual Trustee ballots.

General Administrative Support:

·       Be available during normal business hours to handle emails, phone calls, and other typical clerical duties.

·       Perform additional tasks as needed to support SHPOA operations.

Qualifications:

  • High school diploma or equivalent; additional administrative or accounting certifications preferred.

  • Previous clerical or administrative experience, preferably in a homeowner or subdivision association.

  • Strong organizational skills and attention to detail.

  • Proficient in Microsoft Office Suite (Word, Excel, Outlook) and QuickBooks.

  • Excellent communication skills, both written and verbal.

  • Ability to work independently and manage multiple tasks.

  • Knowledge of basic financial and accounting principles.

Work Environment:

  • This is a part-time position, requiring availability during normal business hours.

  • Some evening or weekend work may be required for meetings or special projects.

Compensation:

  • Commensurate with experience.