Administrative Coordinator - Housing department

Position Summary: Frontline face of the Housing & Community Development department. Provide administrative support to the Housing and Community Development Department, while maintaining decorum and confidentiality when working with clients. Assist callers and walk-in clients with housing information needs. Accept & process rental payments from tenants. Maintain knowledge of all Housing programs and rental properties. Directly supervised by the department Program Manager/Rental Property Manager and supports Planning Manager and Maintenance Manager.

Essential Functions:

• Support daily operations for Housing and Community Development Department by performing general office tasks and reception duties.
• Complete payment requests for Housing related invoices.
• Code, process, and first approve payment requests daily
• Recruit and qualify construction contractors to perform both residential and commercial construction work.
• Maintain the Pokagon Band Construction Contractors Database.
• Gather and update all needed contract forms.
• Perform debarment checks on all vendors and contractors to ensure grant compliance utilizing LARA/Sam.gov.
• Assist Program Manager/Property Manager with internal compliance tasks including accurate file maintenance for all programs and projects.
• Answer applicants’ questions about programs and procedures. Interpret and explain information such as eligibility requirements, application details, payment methods, and applicant’s fair housing rights.
• Interview and investigate applicants for program assistance to gather information pertinent to their applications. Compile, record, and evaluate personal and financial data to verify completeness of the application.
• Check employers or other references to verify answers and obtain further information for the application.
• Support Planning Manager with RFP process, filing, liase between contractors and Planning Manager
• Supports Maintenance Manager by typing Housing Inspections, sending letters to citizens with deficiencies that they must cure, entering work orders for inspection repairs.
• Prepare construction requests for bid packets to be sent to various contractors. Follow up with all parties to ensure timely contract execution. Communicate progress to appropriate staff members.
• Send out contractor bid forms, award and denial letters to contractors.
• Coordinate contractor-to-citizen appointments.
• Consult with staff members to determine goals and the priority in which they should be completed.
• Assist citizens in completing forms, making appointments, answering phones, and maintaining the current filing system.
• Assist clients regarding available and appropriate housing resources outside of the Tribe.
• Assist Rental Property team with administration of maintenance work orders.
• Create and mail quarterly Housing newsletter.
• Maintain inventory and order the necessary supplies for the Department.
• Work collaboratively with Department teams (both in the Housing Department and other Departments) to ensure services are provided and the highest level of service is maintained.
• Assist in coordination of meetings and events, assist with meeting setup and cleanup.
• Attend key meetings and keep meeting minutes.
• Balance department credit cards, collect receipts, report information to Finance Department.
• Maintain department vehicle clipboards, keys, and mileage reports.
Schedule and track vehicle maintenance and repair work for all department vehicles.

Non-Essential Functions:

Perform other related functions as assigned.

Equipment:

• Standard office equipment.
Systems used: MS Office applications, CRM, and Internet. (housing software)

Position Requirements:

• High School Diploma or GED is required. Associate’s degree in office administration from an accredited institution whose program of study has been recognized by the Council for Higher Education Accreditation, or the United States Department of Education is preferred.
• Intermediate proficiency with MS Office applications is required.
• Strong delivery of positive service and good communication skills, both oral and written.
• Minimum of two (2) years of prior administrative work, housing or rental property administrative work, social work, or management experience required.
Minimum of one (1) year of Housing, Rental Property, or HUD experience preferred.

Indian Preference

Pokagon Band Preference Code applies.

Physical Requirements :

• Work is generally sedentary in nature and will frequently require sitting, however standing and walking will occasionally be necessary.
• Frequently required to use hands and fingers to operate equipment.
Frequently required to talk and hear.

Work Environment:

General office environment. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

Competencies:

• Time Management/ Priority Setting
• Adaptability
• Relationship Building
• Teamwork
• Ensuring Accountability