Duties and Responsibilities
The Vice President of Administration is responsible for overseeing PHA’s administrative
operations, facility-related contracts and compliance, parking management, rental property
administration, and operational reporting. The Vice President ensures that administrative records
are properly maintained, contractual obligations are monitored, and property-related activities are
coordinated effectively with the Officers, Treasurer, Facility Manager, tenants, and external
service providers.
1. Administrative Operations
1.1 Oversee the day-to-day administrative functions of the Polish Home Association.
1.2 Develop, maintain, and improve administrative policies, procedures, and organizational
practices.
1.3 Coordinate administrative activities among PHA Officers and external service providers.
1.4 Monitor administrative deadlines, contractual obligations, and reporting requirements to
ensure timely completion.
1.5 Review the Facility Manager’s monthly cleaning report and verify that the reported events
correspond with the official PHA calendar.
1.5.2 Communicate with the Facility Manager and event organizers to investigate and
resolve any discrepancies.
1.5.3 Approve the monthly facility cleaning report once its accuracy has been verified.
2. PHA Facility/Dom Polski Administration
2.1 Business Licenses and Insurance
2.1.1 Ensure that all required business licenses, permits, and insurance policies related to PHA’s
facility operations are maintained, valid, and up to date.
2.1.2 Monitor renewal dates and coordinate timely renewals with the appropriate Officers,
insurance providers, and regulatory authorities.
2.1.3 Maintain copies of licenses, permits, insurance policies, and related documentation in the
PHA administrative records.
2.2 Contracts and Service Agreements
2.2.1 Ensure that contracts and service agreements necessary for the proper operation and
maintenance of Dom Polski are in place, current, and properly documented.
2.2.2 Monitor contract expiration dates, renewal requirements, and other applicable contractual
obligations.
2.2.3 Coordinate with the appropriate Officers and service providers regarding contract renewals,
amendments, and administrative matters.
Contracts and service agreements include, but are not limited to:
∙Memorandum of Agreement (MOA) between PHA and Facilities Management.
∙PHA Bar Contract.
∙PHA Facility Rental Agreement.
∙Memorandum of Agreement (MOA) between PHA and LaGarua.
∙Astound – telephone and internet services.
∙Recology – garbage and recycling services.
∙Otis – elevator maintenance.
∙Patriot Fire – fire protection and related services.
2.3 Taxes and Property Tax Exemption
2.3.1 Monitor applicable tax-related administrative obligations associated with PHA’s properties
and facility operations.
2.3.2 Prepare the annual Property Tax Exemption report and supporting documentation
required by the Washington State Department of Revenue (DOR).
∙Submit the completed Property Tax Exemption report to the Washington State
Department of Revenue no later than March 31 of each year, subject to applicable
filing requirements.
2.3.3 Coordinate with the Treasurer to verify that applicable taxes and other required payments
are made on time.
2.3.4 Maintain copies of submitted reports, supporting documentation, and correspondence with
the Department of Revenue in the PHA archive.
2.4 Records and Document Management
2.4.1 Maintain and organize PHA’s official administrative records.
2.4.2 Ensure that contracts, agreements, permits, insurance documents, licenses, tax filings, and
other important records are properly filed and accessible to authorized individuals.
2.4.3 Maintain an organized electronic document repository, such as PHA’s Google Drive.
3. PHA Parking Management
3.1 Administer the existing long-term parking agreements with Sound and Fred Lind Manor
(FLM).
3.2 Administer the existing month-to-month parking agreement with DeLuxe Apartments LLC,
including monitoring its terms and payment obligations.
3.3 Respond to parking inquiries, communicate available parking options, and coordinate new
parking arrangements in accordance with PHA policies and applicable agreements.
3.4 Prepare and submit parking invoices to Fred Lind Manor (FLM) in accordance with the
applicable agreement.
3.5 Coordinate with the Treasurer to verify that parking payments are received and properly
recorded in a timely manner.
3.6 Coordinate with the Facility Manager to ensure that parking areas are properly maintained
and that applicable parking rules and access arrangements are followed.
3.7 Prepare and distribute monthly parking reports to the appropriate Officers, including
information on active agreements, invoicing, payments, outstanding balances, and relevant
parking issues.
4. House Rental Management
4.1 Chata Romana
4.1.1 Administer and monitor the existing rental agreement.
4.1.2 Maintain effective communication between the tenant and PHA regarding rental
administration, maintenance coordination, utilities, and other property-related matters.
4.1.3 Monitor utility and electricity bills and coordinate with the tenant to ensure that bills are
paid by the responsible party in accordance with the rental agreement.
4.1.4 Coordinate with the Treasurer to verify that rental payments are received and properly
recorded in a timely manner.
4.2 Custodian House
4.2.1 Administer and monitor the existing rental agreement.
4.2.2 Maintain effective communication between the tenant and PHA regarding rental
administration, maintenance coordination, utilities, and other property-related matters.
4.2.3 Monitor utility, natural gas, and electricity bills and coordinate with the tenant to ensure
that bills are paid by the responsible party in accordance with the rental agreement.
4.2.4 Coordinate with the Treasurer to verify that rental payments are received and properly
recorded in a timely manner.
4.3 New Rentals
4.3.1 Coordinate the preparation of rental properties for prospective tenants, including arranging
necessary access and coordinating required work with the Facility Manager or other responsible
parties.
4.3.2 Advertise available rental properties and coordinate showings.
4.3.3 Prepare and coordinate the review and execution of new rental agreements, subject to
applicable PHA approval requirements.
5. Reporting and Coordination
5.1. Provide regular administrative updates and reports to the PHA Officers.
5.2. Coordinate with the Treasurer on parking income, rental income, utility payments,
outstanding balances, and other financial matters related to the responsibilities of this position.
5.3. Coordinate with the VP of Maintenance & Remodeling on facility operations, maintenance,
parking areas, and property-related service arrangements.
6. General Responsibilities
6.1. Ensure that duties are carried in accordance with PHA’s mission, policies, approved budgets,
and established procedures.
6.2. Communicate regularly with the President and other Officers regarding administration needs
and improvements, potential issues, and the status of ongoing activities.
6.3.
Perform other duties as assigned or approved by the Associations’ President or approved by
the Board of Officers.
6.4. Attend monthly PHA Officers’ meetings.
6.5. Perform gate duty at PHA according to the agreed-upon schedule.