Job description

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POSITION SUMMARY: Performs administrative support and office management for the Housing Department including budget preparation and monitoring, report preparation, office records management, and reception/clerical services for the Department Director. This position will carry an emphasis on coordination of all functions and activities related to construction projects, housing projects, and providing administrative support to staff, clients, and projects through completion.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Performs administrative and office management functions for the Housing Department and associated programs and divisions.

Plans, prepares, and/or coordinates meetings, conferences, and travel for Director and other department personnel as required or assigned.

Assists the Director in the completion of monthly/annual reports including submittal of a monthly budget report to the Director.

Develops and maintains a working knowledge of all applicable codes, ordinances, regulations, and Policies and Procedures, and performs all work in compliance with these standards.

Assists with the preparation of Tribal Council packets and construction project updates; assists in expediting the flow of information to the Executive Officer and Tribal Council.

Responsible for the training and supervision of Administrative Assistant II position within the Department, to include recruitment, orientation, scheduling, performance evaluations, disciplinary actions, and terminations in accordance with policy.

Responsible for keeping current and regularly preparing Departmental website updates for approval by Division Heads, Director, and SUSS, respectively.

Develops and maintains a working knowledge and familiarity with Departmental projects, project related consultants, contractors, clients, and locale.

Assists with the drafting/reviewing of Construction Service Agreements, Professional Service Agreements, Request for Proposals, Invitation for Bids, Change Orders, Notices to Proceed, Construction Pay Applications, and invoices.

Assists with management of PL 93-638 Projects and related reporting.

Assists with Departmental Budget preparation and monitors budgets during procurement process, making sure line items are correct and budget constraints are followed.

Prepares monthly rental invoices and assists with lease agreements, billing, and coordination with tenants for all rental units managed through Tribal Housing.

Works in coordination with Administrative Assistant and provides back up to ensure office coverage and office support duties are performed at all times.

Types departmental correspondence and forms such as requisitions, check requests, memorandums, reports, and other correspondence regarding daily office business activities.

Creates and maintains accurate filing system for office records in hard copy or electronically. Establishes and maintains a File Retention and Disposal Plan.

Initiates contact and follows up with Housing staff and other Tribal staff as necessary to correct problems, investigate issues, and address concerns.

Attends staff meetings and training as requested.

Responsible for taking and recording jobsite meeting minutes, staff meeting minutes and any other meetings that are necessary.

Performs other job-related duties as assigned by the Department Director.

QUALIFICATIONS:

Must have a High School Diploma or Equivalent.

Must have 3 years full-time clerical or secretarial experience and a Certificate of Completion in office management/business administration or closely related program from an accredited institution OR 4 years of full-time clerical or secretarial experience, 2 years thereof in an administrative assistant or a high-level secretarial position.

Must have experience with budgets and accounting procedures.

Must have advanced computer experience in computer software including Microsoft Word, Excel, Outlook, Power Point, PDF editing software, internet usage, and database management.

Must be ablet to type at 35 wpm.

Must have or obtain a Notary Public Certification within one year of hire.

Must have experience taking meeting minutes.

Must have experience establishing and maintaining accurate and retrievable filing systems.

Must have a valid Driver’s License for state of residency and be insurable under the Tribal vehicle Insurance Policy program.

Must pass a thorough criminal history background check and pre-employment drug test.

PREFERRED QUALIFICATIONS:

Knowledge of construction terminology and experience in construction.

Experience in construction management procedures and processes

First-Hand experience in the development and administration of construction budgets

Construction accounting experience

Native American preference: all applicants welcome to apply.

Job Type: Full-time

Pay: $45,236.00 - $52,021.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Ignacio, CO: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Clerical / Secretarial: 4 years (Required)

Work Location: One location

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