Office Manager/Winter Agent Job Description

July, 2019


Reports to: Managing Director

Supervisory Function: Office Staff

Purpose: The Office Manager/Winter Agent is responsible for organizing work priorities, managing expenses accordingly, and analyzing administrative operations and employee performance, in order to suggest and implement improved work methods and systems. The Office manager oversees and coordinates all of the offices’ administrative activities including organizing meetings, managing databases, and communicating effectively with staff, suppliers and members. Confidentiality of information is required.

Skill and Knowledge Requirements:

  • Advanced computer skills
  • Knowledge of Intuit QuickBooks
  • Familiarity with Microsoft Office suite
  • Prior managerial experience
  • Excellent written and verbal communication skills

Essential Functions:

  • Provide administrative support to office employees
  • Orient and train office staff in proper work rules, safety, customer service, confidentiality and recordkeeping
  • Process financial information. This includes deposits, paying of invoices, reconciling financial accounts (Main checking, Crystal View, Money Market, Tennis Reserve Fund, Main Waterline Fund, etc), preparing reports, and providing tax information to appropriate party(ies)
  • Back up key computer programs at the close of each day
  • Monitor office equipment for maintenance and/or servicing
  • Oversee the ordering of office supplies and any other items approved and requested by the Managing Director and Board of Trustees
  • Ensure all state and federal employment documents are completed and filed appropriately
  • Provide support to committees
  • Prepare, mail, and process invoices and payments to Associate Members
  • Ensure utilities are seasonally connected and disconnected
  • Oversee the processing of the Assembly News. This includes providing accurate mailing lists, soliciting classified and display ads, collecting information/articles, verifying submissions and information, and approving the final draft
  • Assist Managing Director, as requested
  • Other duties as required by the Managing Director and/or the Board of Trustees

Physical Requirements:

  • Ability to lift up to 10 pounds 
  • Walking short distances
  • Acute hearing

DISCLAIMER: The information presented above indicates the general nature or level or work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.


As I hope all of you know, the CSA issued a survey last summer, and the Board of Trustees, the various committees, and the Staff are using the results to help improve things at the CSA. Although the results showed general satisfaction in all areas, and that things are improving from previous years, we would all like to make it even better. Click this link to view a PowerPoint summary of survey responses, created by Beth Wolszon. If you have questions or comments about it, please consult with the appropriate people. The names of Staff Directors, Committee Chairs/Members and the Board of Trustees are in the 2019 Assembly News.

CSA President Barb Perry wrote a nice Assembly News summary of survey items the Board, the various Committees and the Staff are paying greater attention to, and it’s worth repeating here:

  • Making the Assembly as a whole, a welcoming place;
  • Spiffing up the grounds by making the roads and pathways better for walking and driving, and renewing the natural beauty of the waterfront and area surrounding the Crystal View;
  • Educating the membership on invasive species and tree diseases. The Ecology, Forest Care, and Legal Committees are working together on a pilot program;
  • Providing paid internship positions;
  • Putting new energy into youth and family activities;
  • Nurturing the creative spirit in our community. The Spiritual Life and Arts Committees are working together on this;
  • Providing a way for students seeking service hours to keep track of volunteer activities;
  • Working beside and appreciating the Women’s Association for organizing and funding many programs (Please note they are looking for people to transition into leadership of the Art Fair.)
  • Revising the Construction Review Policies.

Also, there are a number of more specific action items being taken, which you should see evidence of this summer. Thanks very much to those of you who responded to the survey, and I hope everybody has a wonderful summer! – Tommy Williams, Chair, CSA Human Resources Committee. t