Associa Administrative Assistant- Mail Room in Carlsbad, California

The Administrative Assistant processes mail for a centralized accounting processing center. This is an accounting support position in a fast paced centralized accounting services environment providing financial services to community associations throughout North America.

Job Duties and Responsibilities:

· Receive and open incoming mail. Distribute incoming mail by utilizing central department mailbox system.

· Bills GDRS statements for 4S Utility billing

· Order envelopes, labels, postage machine/copier supplies

· Receive and process outgoing mail utilizing mail equipment.

· Data entry for reimbursable billing

· Run the inserter/folder machine for in house mailings

· Meet deadlines established by senior staff on the processing of incoming and outgoing mail.

· Escalate issues related to mail handling.

· Upload Release of Liens and Pre-liens into Branch Access

· Provide specific returned mail to designated departments for further research.

· Send AR checks to Lockbox via UPS

· Send items/checks to CSSC via FedEx

· Quality Control of mailings to homeowners and clients

· Manage internal requests for special projects (In-hours or Optimal)

· Send spoiled/unused postage to USPS for credit (Take to PO)

· Partners with Receptionist to forward outgoing associations mail


· Knowledge of Microsoft Office products (Word, Excel, Outlook, etc.) at a proficient level.

· Knowledge of general office equipment (copier, fax, phone systems, etc.).

· Professional communication skills (phone, interpersonal, written, verbal, etc.).

· Professional customer service skills. And ability to lift 50 pounds

· Interpretation and completion of verbal and/or written instructions at a proficient level.

· Self-motivated, proactive, detail oriented and a team player.

· Time management and time critical prioritization skills.

Education and Experience

· High School Diploma or GED Required

· 0– 3 years of directly related or closely related experienc

All your information will be kept confidential according to EEO guidelines.