ABOUT DC RANCH:
DC Ranch is an award-winning, 4,400-acre 501(c)(4) community located adjacent to the McDowell Sonoran Preserve in north Scottsdale, Arizona. The community is composed of 25 diverse neighborhoods within four distinct villages that interact with shared open spaces to create a sense of living with the land. The first home was completed in 1997, and there are currently 2,800 homes and approximately 7,000 residents on the Ranch. Home prices range from $1 million to more than $23 million. The business is managed utilizing 18 cost centers (neighborhoods), while overseeing 10 sub-associations. There are 43 direct employees and a 43-person third-party community patrol and gate access team. Common area components include, but are not limited to: 44 parks, 54 miles of private roads, five manned gates, 26 unmanned gates, and more than 400 acres of common area. The annual budget totals $11.2 million. DC Ranch is governed by three entities: DC Ranch Community Council, Ranch Association, and the Covenant Commission. All three entities work toward the same goal: to serve residents and create a community that is beautiful, functions well, and creates a deep sense of belonging.
According to the DC Ranch Association Bylaws, “The Board may employ a professional manager, agent, or agents, at such compensation as the Board may establish to perform such duties and services as the Board shall authorize. The Board may delegate such powers as are necessary to perform the manager’s assigned duties but shall not delegate policy making authority, or those duties set forth in section 3.18.”
OVERVIEW:
The role of the Executive Director is to provide leadership and management of DC Ranch Association and is responsible for the strategic planning initiatives, daily operations, and overall administration of the organization. This role works closely with the Board of Directors, staff, residents, and other DC Ranch stakeholders. The Executive Director actively promotes DC Ranch’s community values, vision, and mission.
- Administer all policies established by the Association’s Board of Directors.
- Ensure conformance with the Association’s governing documents, and all applicable local, state, and federal laws.
- Ensure sound financial operation of the association, and the delivery of timely financial statements.
- Develop annual budget and prepare reserve plan.
- Manage contracts and business relationships.
- Ensure proper maintenance, protection, and improvement of all Association assets.
- Support and counsel board and committee members.
- Execute assigned responsibilities in an efficient, professional, and ethical manner.
- Help the board achieve the goals established by the association’s three-year plan, vision, mission, goals objectives, and related policies.
- Manage all aspects of community activities and services to maximize resident satisfaction.
- Successfully engage team of 35 staff comprised of landscaping, maintenance, community standards, modification, and administration.
- Work closely with two governance entities (Community Council and Covenant Commission).
- Prepare for and attend meetings of the Board of Directors and Finance, Policy, Sustainability, Community Patrol, and Gate Access, Firewise and Modification committees.
- Reporting and management of grant awards providing necessary documents to guarantee continuance of the long-term success of future awards.
- Continue required maintenance to continue the Firewise certification for the Community.
- Meet with residents, staff, governmental agencies, vendors, and others, as necessary.
- Stay current and keep the board informed of legislative policy.
- Perform duties and special projects assigned by the Board of Directors.
POSITION RESPONSIBILITIES:
•Community Patrol and Gate Access: Responsible for the effectiveness, efficiency, and excellence of DC Ranch Association’s third-party contract for patrol and gate access services. Supervises the Community Services Department that manages the third-party contract.
•Facility Maintenance and Landscape: Responsible for the effectiveness, efficiency, and excellence of DC Ranch Facility maintenance and landscape management. Supervises the Chief Operations Officer.
•Governance: Responsible for ensuring that all CC&R’s, community standards, policies, and procedures are enforced in a timely and effective manner within the Arizona state statues for planned communities.
•Conformance: Supervise the enforcement of rule conformance with the residents in a timely, friendly, and professional manner.
•Board of Directors: Work with the Board Executive Committee to develop and execute a comprehensive training plan for new Board members. Provide ideas, strategies, and suggestions on ways to improve the efficiencies and effectiveness of Community Association operations on an ongoing basis.
•Board Meetings: Responsible for ensuring Association Board of Directors meetings are focused and action oriented by providing written summary sheets on all appropriate agenda topics. Supervise development of the Board briefing packet, agenda, and speaker presentations. Provide materials to ensure residents are knowledgeable and engaged on Board agenda topics.
Community Outreach: Responsible for informing and engaging residents and Neighborhood Voting Members (NVM) on key topics that are currently being addressed by the Board of Directors. Responsible for informing and engaging residents on the Association’s Board and NVM election processes. Responsible for improving resident satisfaction for the Association services as measured by the resident satisfaction study.*
•Interface with Community Council and Covenant Commission: Ensure smooth operations among the three entities by engaging with the Community Council Executive Director and Covenant Commission, as needed. Report to the Association Board any major joint efforts or programs which will require a significant amount of the Associations management time.
•Ad Hoc Committees: Serve on Board chartered Ad Hoc committees for all areas related to the Executive Directors job responsibilities. Provide information, input, and work product as directed by the Board committee chair.
•Professional Services: Responsible for maintaining a productive, results-oriented relationship with contracted professional services, including community patrol and gate access, road maintenance management, legal, and insurance.
•Spending Authority: With proper documentation, the Executive Director has authority to spend up to $25,000 without Board approval on items not delineated in the yearly budget document. Ensure a complete and comprehensive delegation spending authority document is in place which has the agreement and concurrence of the Board.
Personnel: Ensure all managers with direct reports have up-to-date job descriptions and performance plans in place. Provide year end appraisals for direct reports. Recommend year end salary increases and bonuses to the Board for final approval. Recommend all direct report organizational changes, hiring, and firing to the Board for final approval. Ensure all exchanges between personnel and residents/visitors are done in a timely, friendly, and efficient manner. Ensure Association administrative and management duties are performed in an efficient manner.*
FINANCIAL JOB RESPONSIBILITIES:
•Annual Operations Budget Management: Develop, manage, and oversee the DC Ranch annual operating budget to the highest degree of professionalism. Obtain Board approval of the annual budget (with input from the Budget and Finance Committee and supervision from the Board Treasurer) and notify residents by December 1st of each year.
•Financial Management: Responsible for ensuring that DC Ranch financial management systems and reporting comply with all standard legal and accounting practices and policies.
•Reserves Management: Responsible for ensuring that the Reserves for Capital Improvement and Repair are funded on a monthly basis, and that such reserves are consistent with established schedules. Also, responsible for ensuring that the independent Reserves review provider and report are consistent with Board approval; reporting to the Board any issues and/or any inconsistencies.
•Master/Neighborhood Assessment Methodology: Responsible for developing an equitable formula for Master and Neighborhood annual assessments which ensure positive equity. Recommend final assessment methodology (with input from the Finance Committee and supervision from the Board Treasurer) for approval. Participate in the development of and execute the policy/plan for Master and Neighborhood budget shortfalls.
•Annual Meeting: Responsible for assisting the Board Treasurer in preparing the previous year’s financial report and current year budget outlook which are concise and easy to understand for all stakeholders.
•Board Meeting Reports: Develop and distribute the monthly financial reports (balance sheet, budget variances, cash flow analysis) with input from the Budget and Finance Committee and supervision from the Board Treasurer. Ensure reports are accurate, timely, easy to understand and actionable. Distribute reports one week in advance of the scheduled Board meeting.
•Billing & Collections: Responsible for accurate and timely distribution of the monthly assessments. Responsible for ensuring all reasonable effort is made to collect delinquent accounts with advice and counsel from legal and the Board Treasurer. Obtain final approval from the Board.
•Audits: Responsible for obtaining an annual audit from a qualified and independent CPA, as approved by the Board. Ensure the audit or review is performed and a financial statement is issued on all financial records in time for the Association’s June board meeting.
•Accounting: Responsible for managing, in conjunction with the Council Executive Director, the Ranch Association’s accounting system and software packages which provide the Board with accurate, timely, and cost-effective reports on a consistent basis. Obtain Board approval for any accounting firm or software application changes. Also responsible for the timely execution, and management of all Association personnel salary and benefits expense accounts. Shared management of the Director of Financial Operations and accounting staff with Community Council.
•Banking: Maintain Association bank accounts and ensure the assets are invested as safely and securely as possible.
•Report Access: Responsible for communicating and enabling easy access of up-to-date Association financial reports for all residents, as well as for all escrow demand statements, disclosures, and all appropriate 3rd party requests.
KNOWLEDGE & ABILITIES NEEDED:
•Strong experience with contracts, reserve studies, and legal concepts.
•Strong understanding of and experience with financial tools, concepts, and management.
•Superior leadership and personnel management skills.
•Proven team building and motivational skills foster innovation and an environment of growth.
•Service oriented, with a positive mental attitude.
•Detail oriented with superior organizational and follow‐through skills.
•Excellent analytical and problem‐solving.
•Strong initiative; implements decisions expeditiously and thoughtfully.
•Outstanding customer service skills and instincts. Able to foster a collaborative environment when serving both internal and external customers.
•Must work well under pressure and able to balance multiple priorities to meet deadlines.
•Self-motivated and self-managed with tact and diplomatic interpersonal skills and a high EQ.
•Excellent oral and written communication skills.
•A calm, patient, and professional demeanor in all circumstances.
•Strong knowledge of and comfort with technology and business software.
•Ability to learn and adapt quickly.
POSITION REQUIREMENTS:
•Bachelor’s degree or equivalent experience.
•A minimum of five years management experience in a large-scale community management environment.
•CAI designations: PCAM (Professional Community Association Manager and LSM (Large-Scale Manager) designations preferred.
•Strong, verifiable references.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is occasionally required to sit; climb or balance; and stop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 50 pounds and be able to walk in Arizona temperatures for inspections as needed.
Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee may be exposed to outside weather conditions and desert landscapes.
All members of the DC Ranch Association team shall:
•Embrace DC Ranch Association’s vision, values, and goals.
•Have high integrity, professionalism, respect, and a customer-centric attitude.
•Lead by example, consistently conveying a positive attitude, passion, and pride in your work.
While this is intended to be an accurate reflection of the current position, management reserves the right to revise the position at any time or to require that other or different tasks be performed when circumstances change (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).
DC RANCH ASSOCIATION IS AN EQUAL OPPORTUNITY EMPLOYER
Job Type: Full-time
Pay: From $200,000.00 per year
Benefits:
Schedule:
Education:
Experience:
•Community management: 5 years (Required)
License/Certification:
•PCAM - Professional Community Association Manager (Preferred)
Ability to Commute:
•Scottsdale, AZ 85255 (Preferred)
Ability to Relocate:
•Scottsdale, AZ 85255: Relocate before starting work (Preferred)
Work Location: In person
Scottsdale, AZ
Full-time
$200,000
