Part Time HOA Coordinator

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.

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:

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 hearingschedules and mediation schedules simultaneously without compromising workquality

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

Required:

High school Disploma GED or other equivalency

Preferred:

Associate Degree or completed certification in office administration legal field or other eqivalency

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 R.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:Drivers License Requirements.

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 programhere. For a complete list of benefits provided by The State of Arizona please visit our benefits page

Positions in this classification participate in the Arizona State Retirement System (ASRS)

Please note enrollment eligibility will become effective after 27 weeks of employment

If you have any questions please feel free to contact Mandy Neat at for assistance