EHR-Program Coordinator

Puyallup Tribe of Indians•Tacoma, WA

20h

About The Position

Responsible for coordination for the Emergency Housing Repair Program and providing administrative support for the Property Manager. This person will disseminate information and explain policies and procedures to Tribal Members in person and by telephone.

Requirements

High school diploma or general education degree (GED) required; and at least 5 year of related administrative experience and/or training required.
Experience and knowledge using word processing, spreadsheet and database software (i.e. Word for Windows, Excel, Access, etc.), Picture-It, Outlook, and Publisher software is also required.
Must be able to operate a digital camera.
Ability to read and comprehend simple instructions, short correspondence, and memos.
Ability to write simple correspondence.
Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
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 apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
Ability to deal with problems involving several concrete variables in standardized situations.
Must be a Puyallup Tribal Member
Must have valid WA State Drivers License and proof of insurance.
Must be able to pass a background check
Must have an excellent attendance record.
Must be able to type at least 30 wpm.
Ability to read, analyze and interpret common property maintenance procedures and directives.
Must be able to maintain confidentiality and be sensitive to Tribal Members situations.
Must have positive interpersonal skills to develop trust of Tribal Members and work effectively with other departments and agencies in order to meet departmental goals and objectives.

Responsibilities

Answers incoming phone calls and responds to client inquiries in a timely, courteous, and informative manner.
Monitors and replies to program emails, ensuring professional communication and appropriate follow-up.
Clearly explains the application process to potential applicants, including eligibility criteria, required documentation, and steps for submission.
Provides applicants with the correct application form and ensures they understand how to complete and return it.
Reviews submitted applications to confirm the applicant meets basic program eligibility requirements.
Confirms ownership of the property where repairs are requested using available databases or tribal resources.
If internal verification is not possible, requests that the applicant provide acceptable documentation proving homeownership (e.g., deed, property tax bill, mortgage statement, court documents).
Reviews the applicant’s submitted list of needed repairs and works with the homeowner to prioritize the issues in order of urgency or importance.
Ensures that repair requests fall within the scope of work allowed under the program’s policy guidelines.
Maintains an up-to-date list of approved contractors, including specialties, contact information, and documentation (e.g., W-9s, insurance).
Seeks to expand the contractor pool by establishing new contacts, reaching out to local service providers, and building long-term relationships to ensure program capacity.
Occasionally visits homes to assess what needs to be repaired.
Collects repair estimates either from existing contractors or through estimates provided by applicants.
Reviews submitted contractor estimates to confirm the proposed repairs comply with program guidelines, allowable expenses, and scope.
Compares multiple estimates when available to identify the most cost-effective and reasonable option for the needed repairs.
Ensures that cost comparisons are fair and documented to support program transparency and fiscal responsibility.
Confirms with contractors their preferred method of payment (mail, in-office pickup, or direct deposit).
Provides necessary documentation (e.g., direct deposit forms) to contractors interested in enrolling in electronic payment options.
Verifies the identity of any contractor picking up checks in person by checking government-issued identification before release.
Tracks and collects W-9s and invoices required for processing contractor payments.
Approves repair work in consultation with the contractor, clearly communicating the amount the program will cover.
In cases where repair costs exceed program funding limits, informs the homeowner of any financial responsibility they may need to assume.
Works with other departments to coordinate repairs for homes, and shares need documents such as contact information, estimates and invoices.
Advocates for Elders and Vulnerable Adults with other departments such as Elders, Set Aside, and Adult Protective Services.
Ensures mutual understanding between all parties before work commences.
Confirms directly with the applicant that the repair work has been completed to their satisfaction.
Sometimes goes to home to ensure work completion.
Reviews submitted final invoices and any required documentation verifying job completion.
Processes approved payments through Microix or the designated financial management system.
Accurately documents each payment and updates program records to reflect available funds per applicant.
Ensures all financial documentation is thorough, accurate, and accessible for audits or reporting purposes.
Maintains well-organized physical and/or digital files for each applicant, including applications, repair estimates, payment records, and correspondence.
Files are securely stored after project completion, and reopened as needed for future assistance requests or follow-up work.
Performs other duties as assigned.
Covers for the Intake Specialist as needed, ensuring continuity in client intake operations.
Greeting and assisting walk-in clients.
Distributing and accepting applications and other program documents for Emergency Housing Repair and Property Management.
Explaining program eligibility, documentation requirements, and processing timelines to clients.
Answering phone calls and routing inquiries appropriately.
Logging and organizing incoming applications and supporting documents.
Provides backup for Property Management functions when necessary
Assisting with tenant communication, maintenance requests, and follow-up actions.
Helping with scheduling of property inspections or contractor visits.
Collecting and organizing property-related documents such as lease agreements or repair records.
Supporting day-to-day operations to ensure that property-related issues are addressed promptly and in accordance with program policies.