HOA General Manager

Reports to: Board President for ONCC

Classification: Full-time/Exempt

About the Company: Oaks North Community Center, Inc. (ONCC), a 55 + residential development, was founded in 1972 and is the master association of the community of Oaks North. ONCC manages and maintains common areas, while offering amenities for the 1963 homes and approx. 3000 residential members of the community. ONCC promotes participation in community social, recreational, health and educational activities with the goal of enriching the well-being of all residents.

Summary of Position: The Business Manager is a full-time position working directly with the Board of Directors as primary support for all operations of Oaks North Community Center. As the Business Manager you will oversee daily office operations, ensuring efficient administrative processes and financial management.

GENERAL FUNCTIONS:

· Manages two staff members and collaborates with the Facilities Manager to ensure the efficient operation of the property.

· Understands accounting best practices to include managing profit and loss statements and budgets.

· Proactively identifies and resolves any employee relations concerns.

· Acts and decides on employee leave requests ensuring that ONCC functions are adequately covered.

· Consults with the ONCC property manager on any personnel issues as necessary

· Processes the bi-weekly payroll inputs/data into Paychex system.

· Completes the annual performance evaluations for staff and consults with the Personnel Committee when necessary, regarding employee performance.

· Prepares personnel documentation such as new hire and separation forms. Establishes and maintains update personnel files.

AUTOMATES SYSTEMS MANAGEMENT

· Serves as the website administrator ensuring that the website is user-friendly, visually appealing and functional.

· Manages the Full Focus member database, ensuring data is accurate and reliable. Resolves any issues that arise with the database.

· Oversees the key-fob database for member gate access. Ensures that information is backed up appropriately.

SPECIALIZED ONCC OPERATIONS

· In partner with the Facilities Manager, tracks and ensures the progress of maintenance for the entire spectrum of ONCC facilities.

· Attends all Board meetings, the Annual Meeting of the Membership, and committee meetings as requested by the Board or Committee Liaisons. Follows up on any action items as applicable.

· Processes all Escrow requests.

· Coordinates bi-annual Age Verification updates.

· Coordinates with the Board of Directors to ensure all annual deadlines, are met within the required timeframes (e.g. budget mailings, annual disclosure mailings, annual board election ballots, etc.).

· Manages applications, compliance, and enforcement for the Architectural Review Committee (ARC). Prepares the agenda and minutes for the ARC meetings, drafts approval and denial letters to applicants and updates Full Focus database.

· Facilitates the dues collection process with the property management company; assists the tracking of late payments and issuances of delinquency notices.

· Takes direction from the Board of Directors regarding all Community Center functions, rules, policies, staffing & personnel decisions.

FINANCE & ADMINISTRATION

· Manages and monitors expenditures and ensures that purchases are within the approved budget.

· Processes weekly bank deposits via accounts receivable using an Excel spreadsheet.

· Monitors supply ordering and inventory control of maintenance, office. and activity supplies.

· Ensures records and files relating to management of ONCC are properly maintained.

· Manages correspondence, communications, and documents being distributed by the Center office (e.g., mass mailings, membership notices, newsletters, website information, age verifications, and other Center approved communications). Coordinates drafting of these communications with the Board of Directors.

· Independently fields member complaints, requests for information, repairs, and other services. Keeps the Board President apprised of these matters and their solutions.

· Manages the Center emergency response process.

· Obtains vendor bids as required by the ONCC bidding policy.

COMMUNICATION

· Coordinates with other staff and volunteer/s all aspects of the bi-monthly Courier newsletter including submitted articles, paid advertising, and activity schedules using MS Publisher. Coordinates printing and distribution with a commercial printer. Makes decisions on layout; edits content; and ensures accuracy of inputs.

· Initiates a wide variety of correspondence on matters affecting ONCC operations, community members, employee payroll, and ONCC finances.

· Performs other duties as assigned.

SUPERVISION

· The incumbent supervises various staff and a varying number of volunteer workers. Based on input from the Board and employee self-evaluations, the Business Manager prepares the annual performance evaluations of all employees and exercises final signature authority. The incumbent receives supervision from the President of the Board of Directors who prepares the annual evaluation based on the incumbent's self-evaluation and input from all Board members.

KNOWLEDGE, SKILLS AND ABILITIES

· At least 3 years of business management experience. Oversight of facilities maintenance is desirable but not essential.

· Must have knowledge of Davis-Stirling Finances as it relates to the California law; Davis-Sterling Common Interest Development Act.

· Must have a minimum of 3 years of .

· Intermediate knowledge with Word, Excel, Publisher, website programs, and member data base programs.

· Knowledge of principles and practices of organization, planning, records management, and general administration.

· Knowledge of website administration (includes troubleshooting, updating website information, and identifying ways to effectively utilize website capabilities).

· Excellent written and verbal communication.

· Analytical and problem-solving skills.

· Attention to detail and accuracy are required skills.

· Flexibility, adaptability, and teamwork are essential attributes.

· Ability to operate standard office equipment, including but not limited to, computers, phones, systems, calculators, and copiers.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand, walk, sit, reach with arms, talk, or hear and use hands to finger, handle or feel objects, tools, or controls. The employee is occasionally required to climb or balance, stoop, kneel, and crouch for a variety of tasks. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

The employee must have the ability to use a computer keyboard, mouse, calculator, copier, fax machine, and telephone. The work environment is both indoors and outdoors, with most of the time spent sitting at a desk or walking the facilities. The noise level can be moderate to high at times.

Job Type: Full-time

Pay: $70,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Ability to Relocate:

• San Diego, CA 92128: Relocate before starting work (Required)

Work Location: In person

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