Housing Administrative Coordinator

Quapaw Nation Careers; Miami (OK); On-site; USD 32,000 - 48,000; Full time

Job summary

Quapaw Nation Careers is seeking a Housing Administrative Coordinator to provide administrative, clerical, and field support for the Quapaw Nation Housing Program. You will assist with applicant intake and eligibility, records management, reporting, inspections, and payment processing in accordance with tribal housing policies.

The role requires strong written and verbal communication, proficiency in Microsoft Office, and the ability to handle confidential information.

Qualifications

• High school diploma or equivalent required.
• Postsecondary education in business administration, office management, accounting or related field preferred.
• Minimum 1 year administrative/clerical experience in housing, accounting or related office work.
• Experience with records management and data entry preferred.
• Experience with computerized databases and office software is preferred.

Responsibilities

• Maintain confidentiality of sensitive information and records.
• Follow policies, procedures, and program requirements.
• Assist applicants with completing applications and eligibility documentation.
• Review and maintain applicant and participant records.
• Notify applicants about eligibility determinations and program status.
• Maintain monthly contact sheets and case records.
• Enter and maintain data across various housing programs.
• Organize and manage filing systems and records retention.
• Gather information for monthly/quarterly/annual reports.
• Handle calls, greet visitors, and process correspondence.
• Enter invoices and manage related documentation in Microix.
• Receive, log, and process housing payments and deposits.
• Prepare, track, and coordinate work orders and repairs.
• Conduct housing unit inspections and prepare inspection reports.

Skills

Strong written and verbal comms

Microsoft Office Suite

Records management

Data entry & analytics

Ability to work independently

Confidential information handling

Education

High school diploma or equivalent

Postsecondary education in business/office admin (preferred)

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Job DetailsJob Location: Miami, OK 74354Position Type: Full-TimeEducation Level: High School

Position Title: Housing Administrative Coordinator

Status: Non-Exempt

Location: Quapaw Nation Housing Office

Department: Housing

Reports to: Housing Director

Work Schedule: Full Time

Safety Sensitive: Yes*

Driver's License Required: Yes

Position Summary:

The Housing Administrative Coordinator provides administrative, clerical, technical, and field support for the Quapaw Nation Housing Program. This position assists with housing program operations, applicant intake and eligibility processes, records management, reporting requirements, inspections, payment processing, and general office administration in accordance with applicable tribal housing program policies, procedures, rules, and regulations.

Essential Job Functions:

• Maintain strict confidentiality of sensitive information, records, and program data.
• Perform duties in accordance with applicable policies, procedures, regulations, and program requirements.
• Assist housing applicants with completing applications and obtaining required eligibility documentation.
• Review, collect, verify, and maintain applicant and participant records.
• Notify applicants regarding eligibility determinations and program status.
• Maintain monthly contact sheets and case records for housing program participants.
• Enter, update, and maintain data, databases, spreadsheets, and electronic records for multiple housing programs.
• Prepare, organize, and maintain departmental filing systems and records in accordance with records retention requirements.
• Gather information and supporting documentation for monthly, quarterly, and annual reports.
• Answer and direct telephone calls, greet visitors, respond to inquiries, and process incoming and outgoing correspondence.
• Enter vendor and material invoices into Microix and maintain related documentation.
• Receive housing payments, prepare logs, and process deposits in accordance with established procedures.
• Prepare, track, and coordinate work orders and repair requests.
• Conduct housing unit inspections, pest control inspections, prepare inspection reports, and provide required notifications.
• Assist with day-to-day housing program operations and administrative activities as assigned.
• Maintain effective working relationships with applicants, tenants, contractors, vendors, tribal departments, and the public.

Non-essential Job Functions:

• Perform minor equipment maintenance and routine office equipment upkeep.
• Attend meetings, seminars, workshops, and training sessions as required to support professional development and program objectives.
• Perform other related duties as assigned.

QualificationsJob Specifications:

Knowledge, Skills and Abilities:

• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Knowledge of office administration practices, records management, and basic accounting principles.
• Ability to maintain organized records and filing systems.
• Ability to gather, interpret, analyze, and maintain accurate data and documentation.
• Ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
• Ability to exercise sound judgment and discretion when handling confidential information.
• Ability to establish and maintain effective working relationships with employees, applicants, tenants, vendors, and the public.
• Ability to follow instructions and adapt to changing priorities and workload demands.
• Knowledge of tribal services, programs, and organizational infrastructure preferred.
• Must successfully pass a tribal background investigation and drug screening.
• Maintain a current driver's license in good standing and qualify under the Quapaw Nation Motor Vehicle Policy.

Education:

• High school diploma or equivalent is required.
• Postsecondary education in business administration, office management, accounting, public administration, or a related field preferred.

Experience:

• Minimum of one (1) year of administrative, clerical, customer service, housing, accounting, or related office experience required.
• Experience with records management, data entry, accounts receivable, or housing assistance programs preferred.
• Experience using computerized databases, spreadsheets, and office software preferred.

Physical Abilities:

• Ability to sit or stand for extended periods and perform tasks that require reaching above shoulder level.
• Ability to push, pull, squat, kneel, bend, and safely lift and carry up to 20 pounds.
• Visual acuity sufficient to perform essential job functions, with or without reasonable accommodation.
• Ability to travel occasionally for meetings, training, seminars, or professional development opportunities.

Working Conditions:

• Work is primarily performed in an office environment.
• Frequent use of computers, telephones, and other office equipment.
• Regular interaction with applicants, tenants, vendors, contractors, tribal departments, and the public.
• Occasional field work, including housing unit inspections and site visits.
• Occasional exposure to varying weather conditions, including extreme heat, cold, rain, wind, and other environmental elements, while performing inspections, site visits, and other field-related duties.
• Must maintain professionalism, confidentiality, and cultural sensitivity while working in a diverse environment.

Disclaimers:

This job description encompasses and describes most but not all tasks and responsibilities of the job. The management reserves the right to change the nature of the job and the job description with or without prior warning, as well as to give special consideration to circumstances related to the essential job functions on a case-by-case basis. The incumbent may be required by the management to perform other duties as assigned.

This job description does not constitute a contract for employment and may be changed at the discretion of the employer. PLEASE NOTE: Hiring preference in the following order will be provided to qualified members of the Quapaw Nation followed by spouse and caregivers of Quapaw Nation members and then other federally recognized tribes. The Quapaw Nation requires a designated candidate to successfully complete a pre-employment drug screen, criminal background check and confirmation of professional references.

*The Quapaw Nation will not observe a medical marijuana card for any position deemed safety sensitive in accordance with the Oklahoma Medical Marijuana and Patient Protection Act (Unity Bill).