Administrative Assistant

Job DescriptionJob DescriptionThe Pokagon Band offers employees a very generous benefits package including PTO, retirement benefits including pension and 401(k), and high-quality insurance benefits.

Position Summary: Frontline face of the Housing & Community Development department. Provide administrative support to the Director of Housing and other departmental staff, while maintaining decorum and confidentiality when working with clients. Assist caller 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 Office Manager.

Essential Functions:

• Support daily operations for the Director of Housing and other staff members by performing general office tasks and reception duties.
• Code & process dozens of weekly invoices that span over 30 budgets, complete forms, make appointments, answer phones, and maintain the current filing system.
• Recruit and Qualify construction contractors to perform both residential and commercial construction work. To include maintain the Pokagon Band Construction Contractors Database.
• Perform Debarment checks on all vendors and contractors to ensure grant compliance.
• Assist Office Manager with internal compliance tasks including accurate file maintenance for all programs and projects.
• Prepare construction contracts using approved contract template. Follow up with all parties to ensure timely contract execution. Communicate progress to appropriate staff members.
• Consult with the Office Manager and other staff members to determine goals and the priority in which they should be completed.
• Assist clients regarding available and appropriate housing resources.
• Assist Rental Property team with administration of maintenance work orders.
• 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.
• Attend key meetings, assist with meeting setup and cleanup, 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 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 one (1)-year of prior administrative work experience is required.

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:

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

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