Administrative Assistant Isleta Pueblo Housing Authority

1 month ago

Albuquerque, New Mexico, United States Isleta Resort & Casino Full time

JOB PURPOSE: Enhances the Executive Director's effectiveness by providing professional administrative support. Gains results through direction, assistance, and coordination of activities. Represents the Executive Director and department to others as needed. Maintains confidentiality of all privileged information.

This position description may not include all of the listed duties, nor do all of the listed examples include all tasks which may be found or assigned to this position.

JOB DUTIES:

 Represents the Executive Director or Isleta Pueblo Housing Authority to the public, business, tribal members and other agencies at their request.

 Greets internal and external customers and visitors; determines nature of business and announces to appropriate personnel maintaining professional and courteous demeanor.

 Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette; receives, sorts, logs, and routes mail.

 Establishes and maintains an effective filing and retrieval system of departmental communication and information, to include Quick Deed Claims and creation of new employee files with appropriate documentation.

 Disseminates correspondence, minutes, agendas, policies and procedures, resolutions, ordinances, and other official documents to appropriate departments, tribal members, and offices as directed by the Executive Director.

 Coordinates preparation of IPHA quarterly reports for Tribal Council of housing activities.

 Attends Board of Commissioners meetings or other meetings as directed by the Executive Director and accurately records and transcribes the minutes; assists in the development, presentation, and implementation of directives or resolutions of the Board of Commissioners. Compiles documents for inclusion in monthly IPHA Board of Commissioners packets.

 Disseminates approved policies and procedures to staff, Attorney, Governor's Office and Tribal Council Office for filing in the IPHA Policies and Procedures Binders.

 Receives Applications for Seasonal Services and Renovation, determines eligibility, informs applicant of eligibility, and accurately tracks applications for Master List development and application expiration.

 Maintains document archives for HUD program review.

 Prepares and submits employee interview packets and provides notification, if necessary, to the Development Department and the Human Resources Department.

 Develops reception duty schedule, if needed, rotating staff to answer phones, take work orders, and attend to customers who are seeking services.

 Arranges travel, prepares and submits travel-related documents; maintains travel information as necessary, for staff and the Board of Commissioners in coordination with the Accountant Technician.

 Prepares IPHA Board of Commissioner time and attendance for payments.

 Schedules department events and activities, as necessary.

 Assists the Program Accountant in coordinating for the annual financial audit such as resolutions, minutes, organization charts, and requested HUD files.

 Administers Residential Leases for Section 184 Home Loan Program and other lending institutions; prepare for necessary approvals at the Tribal level and the Bureau of Indian Affairs.

 Knowledge of TAMS database system to record leases.

 Assists Executive Director with the implementation of training assessment, training plans, material, and facilitates other training requirements for IPHA employees.

 Assists the Receptionist to maintain and operate office machines, equipment, and computers. Performs or coordinates general maintenance and repair.

 Photocopies, collates, distributes, and files documents.

 Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.

 Maintains inventory of office supplies.

 Substitutes as receptionist as needed.

 Performs other duties as assigned.

SUPERVISION RESPONSIBILITIES: N/A

MINIMUM QUALIFICATIONS/REQUIREMENTS:

 High school diploma or GED.

 Five years related administrative experience; or equivalent combination of education and experience.

 Housing experience preferred.

 Valid New Mexico driver's license with CDL endorsement with ability to meet Pueblo of Isleta liability insurance requirements and maintain eligibility for insurance.

 Must pass background check for position.

 Must be able to comply with the Isleta Pueblo Housing Authority Drug Free Workplace policies.

KNOWLEDGE, SKILL AND ABILITY REQUIREMENTS:

 Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.

 Knowledge of office functions, procedures, and policies.

 Knowledge of principles and practices of financial analysis, credit loans, and auditing procedures and terminology.

 Knowledge of tribal and federal statues, codes, rules and regulations governing HUD and other tribal home programs.

 Skill in operating various word-processing, spreadsheet and database software programs in a Windows environment.

 Skill in treating internal and external customers with tact, courtesy, and respect.

 Skill in budget preparation and administration.

 Skill in preparing, reviewing, and analyzing operational and financial reports.

 Ability to represent the Executive Director of the Isleta Pueblo Housing Authority in a professional manner, with respect and confidence.

 Ability to listen to the concerns of employees and the public and provide feedback on sensitive, confidential issues.

 Ability to work efficiently under stressful conditions.

 Ability to create and present effective speeches and presentations.

 Ability to analyze situations and adopt appropriate courses of action.

 Ability to establish and maintain professional relationships with the public and co-workers.

 Ability to maintain confidentiality.

 Ability to communicate efficiently and effectively both verbally and in writing.

 Ability to handle multiple tasks and meet deadlines.

 Ability to make solid decisions and exercise independent judgment.

PHYSICAL DEMANDS:

 Talk, hear sit, stand; use hands to handle objects, equipment, controls and reach with arms and hands.

 Position requires frequent lifting of 25 lbs.

WORK ENVIRONMENT:

 Work is performed in a typical interior/office or casino environment.

 Noise level is usually minimal.

PREFERENCE:

Tribal and Native American Indian preference shall apply to all positions at Isleta Pueblo Housing Authority.

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