Job No: 541971
Work Type: Part-time
Location: PHOENIX
Categories: Administrative Support/Customer Service,Business and Financial Administration,Legal/Investigations/Adjustment/Compliance,Real Estate and Land Management
ARIZONA REAL ESTATE DEPARTMENT TEAM - "Together Everyone Achieves More"
The Department of Real Estate regulates the sale of subdivisions, unsubdivided lands, timeshares, condominiums, membership campgrounds, and cemeteries. It approves and monitors pre-licensing instruction, testing and continuing education courses. The Department also oversees the activities of licensees, investigates complaints against licensees and land developers, and participates in administrative hearings pertaining to their conduct.
Part Time HOA Coordinator This is a 20 hour per week part time position Benefits are optional
Job Location:
100 North 15th Avenue, Suite 201 Phoenix, Arizona 85007
Posting Details:
Hourly Pay Range: $23.00 - $25.00
Grade: 17
This position will remain open until business needs are met
Job Summary:
The Homeowner Association (HOA) Coordinator provides essential administrative and operational support to the Department regarding HOA dispute resolution processes.
This role is responsible for maintaining the integrity of legal case files, managing complex calendars with critical deadlines, and drafting formal legal documents such as Notices of Petition.
The Coordinator acts as a key point of contact for internal and external parties, ensuring timely communication and the seamless execution of mediation and hearing schedules.
Ideal candidates possess a background in legal administration, strong attention to detail, and the ability to navigate state government legal requirements in a fast-paced environment.
This position has no regularly assigned supervisory responsibilities.
Job Duties:
Homeowner Association Calendar Management: Track and update all Department deadlines, including hearing dates, petition responses, and mediation schedules
Homeowner Association Document Filing & Organization: Manage files, including processing responses, withdrawal requests, and rehearing requests, and filing hearing requests with the Office of Administrative Hearings
Homeowner Association Document Preperation: Utilizing templates draft documents, prepare rehearing packets, and create Notice of Petitions for management review and signature
Homeowner Association Communication & Updates: Provide timely responses and status updates to all involved parties, ensuring all communication are saved to the file
Homeowner Association Mediation Coordinator: Manage the mediation process by distributing required forms, scheduling meetings, and updated the Department and involved parties
Homeowner Association File Intake & Maintenance: Open new files, create necessary folders, process filing fees, and respond to deficient petitions based on management guidance
Homeowner Association and Enforcement Team Collaboration: Provide general administrative assistance to other team members as needed
Homeowner Association Mail Processing: Efficiently manage incoming mail and file returned items accordingly
Other duties as assigned as related to the position
Knowledge, Skills & Abilities (KSAs):
Knowledge:
Legal Field & Terminology: Understanding of legal proceedings, terminoloty, and standard practices, particularly within an administrative or legal office setting
Document Management Systems: Knowledge of how to organize, file, and maintain official legal files including processing documents like petitions and hearing requests
Legal Process: Familiarity with the Office of Administrative Hearings process and Stategovernment legal requirements
Mediation Procedures: Understands the concenpt of a Mediation
Skills:
Administrative Support: Skilled in office operations, including mail processing, file createion, and handling fee transactions
Calendar & Date Management: Experience utilizing the Google Suite. Ability to track complex and critical deadlines
Legal Drafting: Profieiency in drafting various legal templates
Ability:
Multitasking & Prioitization: Capacity to manage multiple ongoing files, deadlines, hearing schedules, and mediation schedules simultaneously without compromising work quality
Adaptability: Capability to adjust to changing management guideance, such as respondint to deficient petitions based on specific instructions
Independent & Collaborative Work: Ability to work independintly on assigned tasks while also providing support to the team
Attention to Detail: Ability to process, organize, and review case files and legal documents to ensure accuracy and compliance
Selective Preference(s):
Required:
High school Disploma, GED, or other equivalency
Preferred:
Associate Degree, or completed certification in office administration, legal field, or other eqivalency
Pre-Employment Requirements:
Employees who drive on state business are subject to driver license record checks, required to maintain acceptable driving records and complete any required driver training (see Arizona Administrative Code R2-10-207.11)
Requires possession of and ability to retain a current, valid state-issued driver license appropriate to the assignment
If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply: Driver's License Requirements. (https://publicstorage.dc4.pageuppeople.com/1045/ClientPublicFile/3601803f-02e5-4b70-b325-26c8ef309c1b.pdf)
Benefits:
The State of Arizona offers a comprehensive benefits package to include:
Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
Life insurance and long-term disability insurance
Health and dental insurance
Vacation with 10 paid holidays per year
Retirement plan
Sick leave
Learn more about the Paid Parental Leave program here (https://hr.az.gov/about/resources/family-leave-expansion) . For a complete list of benefits provided by The State of Arizona, please visit our benefits page (https://benefitoptions.az.gov/jobseekers)
Retirement :
Positions in this classification participate in the Arizona State Retirement System (ASRS)
Please note, enrollment eligibility will become effective after 27 weeks of employment
Contact Us:
If you have any questions, please feel free to contact Mandy Neat at mneat@azre.gov for assistance
