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HOA Administrative Assistant Job Duties

Growth Trends for Related Jobs

A home owners’ association (HOA) administrative assistant is a professional who supports the activities of a neighborhood association. These individuals must be extremely detail oriented and able to multitask on various duties. Employers often look for HOA administrative assistants who have at least a high school diploma or GED, but a two-year associate degree is especially desirable. Employment of administrative assistants is projected to climb by 11 percent from 2008 to 2018, according to the U.S. Department of Labor's Bureau of Labor Statistics. Average homeowners’ association administrative assistant salaries at the time of publication were $34,000, according to SimplyHired.com.

Upfront Duties

An HOA assistant is responsible for greeting visitors and directing guests to the appropriate person or area at the HOA office. In addition, the assistant must readily answer telephone calls for an unavailable community manager and organize conference calls when necessary. Preparing outgoing mail and correspondence and making copies of correspondence is an important task of HOA assistants as well. These professionals also must act as a resource for the public when the community manager is out of the office.

Computer Tasks

Maintaining HOA computer databases is a duty of HOA administrative assistants. Assistants also update websites. This might include providing new meeting dates or current responses on the association’s question and answer section. Administrative assistants should be able to type quickly and use word processing and spreadsheet software efficiently. In addition, they might have to help put together slide presentations for meetings. Updating HOA board rosters and keeping community forms updated also are valuable responsibilities in this role.

Communications Work

Serving as the face of a community’s HOA is one of the most important duties of an administrative assistant. HOA administrative assistants should maintain professional interactions with customers and clients. In addition, they publish periodic newsletters for homeowners in the area. Reading through snail mail and delivering the correspondence to the community manager with appropriate files is a duty of the HOA administrative assistant. HOA administrative assistants sometimes have to generate compliance violation letters as well.

Other Responsibilities

An HOA administrative assistant is responsible for coordinating meetings, reserving facilities and putting together meeting agendas. They must transcribe minutes during meetings. These assistants also help prepare architectural approval request packets when necessary. Managing an association business filing system for association articles of incorporation, bylaws and other important records is important in this job position as well. HOA assistants approve bills for payment and issue records of special permits as required by the association.

References

About the Author

YaShekia King, of Indianapolis, began writing professionally in 2003. Her work has appeared in several publications including the "South Bend Tribune" and "Clouds Across the Stars," an international book. She also is a licensed Realtor and clinical certified dental assistant. King holds a bachelor's degree in journalism from Ball State University.