Administrative Assistant - Housing

SUMMARY

To maintain and promote the professional atmosphere within the Grand Traverse Band Housing Offices by providing administrative and clerical support services to the office staff, and present a positive, professional attitude to the visitors and tenants of the GTB housing units

MINIMUM QUALIFICATIONS

• High School Diploma or GED.
• Some experience in office administration.
• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES & RESPONSIBILITIES

• To report promptly to work from 8 a.m. to 5 p.m. Monday through Friday.
• To be in compliance with all GTB policies and procedures.
• Answer the telephone and direct calls, take messages from callers/answering service and deliver accurate messages to appropriate staff.
• Greet all visitors, tenants, etc., to determine the purpose of the visit and to make referrals to the appropriate staff personnel.

• Type/compose letters, memos, notices to tenants and others; write informational articles for inclusion in the Grand Traverse Band Newsletter and the Housing staff.

• Oversee all office mailings, faxes, in addition to maintaining an in/out mail log.
• File and maintain filing system for Occupancy Specialist and Resident Services Specialist, and other housing offices.

• Collect time sheets to forward to the payroll on a weekly basis.
• Maintain supply levels for the front desk, copy machine, and fax machine, and order, as needed or requested.
• Make travel arrangements, registration and reservations for staff and prepare proper travel forms using an established system and following proper procedures of the Grand Traverse Band travel policy.
• Maintain a presentable front desk area.
• Prepare and send/distribute notices of events/meetings hosted/scheduled by the Housing offices.
• Schedule and take notes at departmental meetings, as requested.
• Maintain the confidentiality of all information contained in tenant files, tenant applications, status of tenants rentals, and other information deemed to be confidential and referenced by the Privacy Act.
• Provide excellent customer service to internal and external customers.
• Serves as the communication link between the housing department, other Tribal departments, and customers.
• Accepts rent and utility payments from tenants.
• Maintains in-house cash box on daily basis, records payments on program software, and separates payments by program for deposit, accepts rent and utility payments from tenants.
• Runs daily batch reports on receipts and forwards them to the Accounting Department.
• Inputs weekly payroll/utility withholdings from tenants.
• Receive, record and issue work orders from tenants to the Maintenance Department Supervisor. Maintain records of work orders for the fiscal year.
• Maintain all unit maintenance files.
• Will be responsible for keeping track of preventative maintenance work needed on units and work with Maintenance Supervisor for the scheduling of such work.
• Work with tenants, homebuyers, GTB Housing Department/Tribal personnel, as well as community members in the development of implementation of trainings for social/community/program purposes.
• Schedule work repairs and remodeling of occupied and vacant rental units.
• Set work priorities for each week, make suggestions to better the efficiency of maintenance.
• Schedule work orders with tenants.
• Assist maintenance supervisor with all paperwork and documentation needed to complete and close out work orders with maintenance supervisor for the scheduling of such work.
• All other duties as assigned.

OTHER SKILLS AND ABILITIES

• Must have good written and verbal communication skills.
• Must have good time management and organizational skills.
• Must have good detail and follow-up skills.
• Must have good interpersonal skills with demonstrated patience, tact and respect.
• Must have general proficiency in computers, preferably in Microsoft Windows, Word, Excel, Outlook, and other Microsoft office products and database applications.
• Must have good customer service skills and communication skills both verbally and written.
• Must be able to effectively establish priorities and meet deadlines.
• Must possess the ability to quickly evaluate alternatives and decide on a plan of action.
• Must possess basic knowledge of applicable law, regulations, rules, procedures and administration, as it pertains to housing.
• Must be able to work independently and with minimal supervision.
• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.

EDUCATION and/or EXPERIENCE

High School diploma or GED, plus experience and/or training in the field of office administration.

SUPERVISORY RESPONSIBILITIES

None

EQUIPMENT TO BE USED

General office equipment such as calculators, computers, modem, copier, fax machine, phone system, etc.

TYPICAL PHYSICAL DEMANDS

Work requires sitting, lifting, reaching, walking, lifting heavy objects, such as a case of paper or several books at once. Also requires manual dexterity to operate office equipment, keyboarding, copiers, etc.

TYPICAL MENTAL DEMANDS

The employee uses judgment in identifying and selecting the most appropriate procedures to use, or in determining which of several established alternatives to use. Some deadlines are involved, so there is time pressure on occasion.

WORKING CONDITIONS A good deal of work is performed in an office environment

COMMENTS

Native American preference will apply. Must be willing and able to pass a background investigation and a drug and alcohol urinalysis as a condition of employment. Adherence to strict company policy in regards to confidentiality is a must.

The above statements are intended to describe the general nature and level of work performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Management retains the right to add or to change the duties of the position at any time. Any qualifications to be considered as equivalents in lieu of stated minimums require prior approval of the Director of Human Resources.

Current Openings for Administrative Assistant Housing Jobs at Grand Traverse Band of Ottawa and Chippewa Indians