Humboldt Association of Realtors®

Job Description

Title: Administrative Assistant/Multiple Listing Service Administrator

Position Reports To: Executive Officer

Position Summary: Under the supervision of the Executive Officer is responsible for the daily functioning of the Multiple Listing Service, the Real Estate Store and general activities of the MLS

Committee and the Affiliates Committee. Part of a team that assists in the day-to-day responsibilities of providing service to members of a real estate trade association.

Multiple Listing Service Administrator Duties:

• Full administration of the MLS System; including processing error reports, tech support, rule violations, etc.
• Meets with MLS Committee providing full staff assistance to include preparation of meeting agendas and minutes, research and follow-up as directed
• Manages store inventory, sales and product orders
• Runs daily hot sheets, determine MLS violations and communicates applicable fees to bookkeeper/Executive Officer
• Prepares monthly statistical data for HSU’s Economic Index report and Affordability Indexes
• Coordinates weekly MLS tour meetings for Eureka, Fortuna, and McKinleyville
• Instruct MLS and Store sections of the New Member Orientation and one-on-one training when needed
• Maintains and updates the MLS Rules & Regulations
• Distributes “Solds” data weekly
• Offers full support of our lockbox system – create keys, program lockboxes, change batteries, etc.
• Attends MLS Summit and report updates, hot topics or new information to staff and members
• Processes annual waivers, clerical user lists, etc.

Bookkeeping Duties:

• Processes monthly credit card auto-payments
• QuickBooks Online – Invoicing, inventory, etc.
• Assists with accounts receivable collections and suspension of MLS users, when needed

Membership Duties:

• Processes membership: Realtor, MLS Only and Affiliates
• Filing/ Online Scanning of Member Application Information
• Assists with data input into membership databases

Administrative Assistant Duties:

• Answer phone, and greets members in the office, in a professional manner.
• Meets with Golf and Affiliates Committees, providing full staff assistance to include: preparation of meeting agendas and minutes, research and follow-up as directed by committee chair, special projects, and event coordination (i.e., golf tournament and community services projects)
• Assists with signups and check-ins for education, general membership meetings, and mixers.

• Website Development – In support of the MLS, Golf and Affiliate Committees
• Assists other team member with special projects/events (i.e., Installation dinner, orientation, Bowling Tournament, Mixers, etc.)

• Cross-Train with Administrative Assistant/Education Coordinator duties
• Other duties as assigned by Executive Officer

Hours: 36 hours per week. Ability and willingness to work occasional evenings and weekends is required.

Position Qualifications:

- High School graduation or equivalent (Prefer Associates Degree)

- Type a minimum of 40 WPM

- Customer service experience

- Ability to work in a team-based environment

- Basic math, English, grammar, spelling and punctuation skills

- Ability and willingness to understand and follow oral and/or written instructions

- Ability to work independently and to prioritize workload

- Ability to verbally articulate MLS Rules and compliance

- Must be detailed oriented and have the ability to focus on multiple things simultaneously

- Able to operate standard office equipment

- Proficiency with Microsoft Word, Publisher, Excel, Outlook

- Valid California driver’s license along with available transportation and auto insurance

- Must be bondable

- Must meet Association’s non-owned vehicle insurance requirements

- Must be able to sit for long periods of time, climb stairs and carry up to 40 lbs of weight

Experience:

Minimum of two years of administrative assistant and/or customer service experience which demonstrates increased responsibilities is preferred. Ability and willingness to work evenings and weekends is required.

Benefits:

- Participation in Board’s insurance programs (after 3-month trial program)
- Sick leave @ established schedule per Association policy as outlined in the Employee Manual
- Vacation @ established schedule per Association policy as outlined in the Employee Manual
- Retirement @ 3% Employer Match Contribution (after 3-month trial period)

Job Type: Full-time

Pay: $19.00 - $21.00 per hour

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
All employees are required to follow the state and local Health Department guidelines.

Education:

• High school or equivalent (Preferred)

Work Location: One location

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