Administrative Coordinator - Housing department

Pokagon Band Of Potwatomi Indians; Dowagiac (MI); On-site; USD 38,000 - 48,000; Full time

Job summary

Pokagon Band of Potawatomi Indians is seeking an Administrative Support for the Housing & Community Development Department. You will handle general office tasks, reception duties, and assist clients with housing information and resources.

Responsibilities include processing payments, maintaining program knowledge, coordinating with managers, and handling file maintenance for grants and housing programs. Strong MS Office skills and two years of related experience are required.

Qualifications

• Minimum two years of prior administrative work, housing or rental property administrative work, social work, or management experience.
• Minimum of one year of Housing, Rental Property, or HUD experience preferred.
• Associate’s degree in office administration is preferred.

Responsibilities

• Provide administrative support to the Housing and Community Development Department.
• Assist callers and walk-in clients with housing information needs.
• Accept and 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.
• Code, process, and first approve payment requests daily.
• Recruit and qualify construction contractors for residential and commercial work.
• Maintain the Pokagon Band Construction Contractors Database.
• Answer applicants’ questions about programs and procedures.

Skills

Communication

Customer service

Organization

MS Office proficiency

Education

Associate's degree in office administration

High School Diploma or GED

Tools

CRM

Housing software

MS Office

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

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.
• 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.
• 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.