Set-Aside Housing Program Administrative Asisstant

Puyallup Tribe of Indians•Tacoma, WA

5d•Onsite

About The Position

Under the general direction of the Set Aside Housing Director, is responsible for providing general office support to department staff and relieve department staff of administrative details as requested by Director. This position is responsible for assisting with payment processing. This position is responsible for assisting in implementing Set Aside policies and procedures for qualified applicants.

Requirements

High School Diploma/GED and at least two years of general office experience; or a minimum of three years experience of combined progressively responsible experience in housings or social services, or other related work; or equivalent combination of education and experience. Must be able to accurately use the computer to produce word processing, spreadsheet and database documents (Word, Excel and Access).
Ability to identify, read analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
Must have and maintain a valid WA State Driver’s License and proof of automobile insurance. Driver’s License must not contain any restrictions that would otherwise prevent the employee from driving a GSA vehicle.
Must be flexible, a team player, and able to deal with stressful situations.
Must be friendly, courteous and tactful. Must maintain effective working relationships with Set Aside and Tribal staff.
Must be dependable and have an ability to keep track of various tasks.
Must maintain confidentiality at all times.
Must be able to attend trainings as required by supervisor.
Must be able to successfully pass a background check prior to hire, and periodically throughout employment thereafter.
Requires the ability to operate a typewriter, personal computer, multi-line telephone, calculator, facsimile, and photocopier.
Requires the ability to read, write, communicate, and interpret information accurately in English.
Requires the ability to concentrate and consistently produce accurate work.

Responsibilities

Courteously greets visitors, answers questions and directs visitors as needed.
Maintains current knowledge of Set Aside Procedures and Policies.
Assists with intake services in screening applicants for the Down Payment Grant Program and the Home Improvement Grant Program, or other programs that may be available.
Participates in selection of applicants for assistance.
Originates a high volume of check requests.
Ensures Set Aside Program applications, policies and other printed information is readily available.
Assists clients in accurately filling out housing applications for the various programs available on an as needed basis; accepts completed application and forwards to Resident Services for processing.
Provides back-up to staff as needed by assisting clients with housing changes, and assisting tenants with requests for work orders, and routing documents.
Originates work orders, contacts applicable sources for work estimates to complete orders timely. Logs work order requests and completes data entry as needed.
Maintains organized filing for department to include files, documents, correspondence, and other materials in a timely manner.
Assists staff as needed to opens, stamps, logs and distributes incoming mail on a daily basis. Keeps a log of incoming mail and prepares outgoing mail timely. Assist staff as needed for processing and ensuring that overnight mail are sent timely, and delivers/picks up mail from post office as needed.
Assists staff as needed in taking rental payments from clients, verifies amounts, enters data, and ensures the exact amount is sent to proper destination timely. Prepares deposit for Set Aside Program.
Coordinates with other department or programs for home improvement assistance to clients after verifying identification an obtaining signature.
Updates client files and enters data into HDS database.
Responsible for typing and mailing correspondence or other documents on a monthly basis and as assigned by supervisor.
Makes copies, faxes, answers phones, takes messages for office staff. Routes documents as necessary.
Responsible for managing Complaint Log, routing complaints to Director or his/her designee, and assisting staff with follow up correspondence.
Maintains all Housing office supplies and copier maintenance as needed.
Other duties as necessary or assigned.