Procurement Coordinator/Program Director

SUMMARY

The Procurement Coordinator/Program Director will be responsible for the fiscal administration for the Housing Department programs, budgets/accounting, and all administrative duties required for Governmental Accounting (GAAP) bookkeeping. They will be responsible for all unit files and their upkeep along with establishing and maintaining a pricing list for all work orders. Procure and inventory warehouse materials and fixtures for Housing Department maintenance. Coordinate the estimating, timely requisition and acquisition of materials for maintenance projects. They will also establish an effective work order system along with an inventory system for supplies and materials used by the maintenance staff.

MINIMUM QUALIFICATIONS

• An Associate Degree in Business, Accounting or Administrative Services required.*
• One year of experience in procurement or a related field and at least 2 years of experience with warehousing inventory.
• Must be familiar with sound business practices, which would include a good knowledge of business, budgeting, accounting and purchasing.
• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• The Procurement Coordinator/Program Director will be responsible for setting up and maintaining all unit files.
• Will work with the Maintenance Coordinator on procurement needs for units and ordering of inventory.
• Maintain an inventory system for maintenance supplies and materials, with a focus that protects the assets.
• Develop and maintain a standardized pricing list for damages and all other work order costs.
• Assist with maintaining work order system with Administrative Assistant and Maintenance Coordinator.
• Work closely with Occupancy Specialist in the processing of tenant damages.
• Maintains Housing supplies, materials for cleaning, and repairs of units.
• Keep warehouse clean and organized and maintain tools and equipment in shop.
• Work closely with Occupancy Specialist regarding unit files and their maintenance to include keeping track of all work done to a unit, when new appliances are added, and any preventative maintenance work completed.
• Assist Maintenance Coordinator with all paperwork and documentation needed to complete and close out work orders with Maintenance Supervisor for the scheduling of such work.
• Responsible for the financial administration of all housing programs, including, but not limited to the Emergency Home Repair, Rental Subsidy Assistance & Deposit Assistance, Down Payment Assistance, Market Rental, Low-Income Rental Housing and LIHTC to comply with NAHASDA.
• Comply with Housing policies, procedures, and HUD regulations.
• Maintain the highest level of confidentiality on all matters and issues that occur in the Housing Department as well as matters involving clients, staff, and department activities.
• Assist management in budget preparation, forecast, monitoring, and modifying as needed.
• Preparation and finalizing all disbursements from the Department in a timely manner.
• Preparation of check requests, purchase requisitions and other financial documents
• Responsible for all Department budgets regarding budget control, procurement, dispositions, personnel, program account classification and records management.
• Responsible for compiling and reconciliation of required financial records and materials for the annual internal audit of all accounts in a timely manner.
• Responsible for the timely preparation and submittal of the Program Facts and Reporting Form on a quarterly basis.
• Responsible for analysis of Market Rental revenue, expenditures, bad debt, projected capital improvement & annual maintenance to ensure sufficient and accurate revenue collection. Analysis to include comparison of surrounding area rental rates.
• Assist with the preparation and conducting of all audits and reviews of the GTB Housing Department.
• Review and suggest methods or procedures to promote greater efficiency in executing the operations of the Housing Department.
• Responsible for maintaining and monitoring Maintenance Work Orders for budget compliance.
• Assist with development, collection, and management of statistical data for external and internal support of funding requirements and needs.
• Participate in external and internal program reviews and monitoring.
• Assist with the development and preparation of the annual NAHASDA Reauthorization Act Indian Housing Plan and Annual Performance Report.
• Review approved Indian Housing Plan and amendments to ensure program compliance with budgeted program goals, objectives, and activities.
• Monitor all program expenditures to ensure proper documentation to support program eligibility and budget compliance.
• Compile data prepare designated statistical reports as required; prepare statements of operations for Low Rent and Mutual Help.

OTHER SKILLS AND ABILITIES

• The Procurement Coordinator/Program Director is a housing support function. The position requires an individual with strong organizational skills, along with the ability to develop programs from the start to finish.
• Setting up unit files and their maintenance will include keeping track of all work done to a unit, when new appliances are added, and any preventative maintenance work completed.
• The Procurement Coordinator/Program Director must maintain impeccable files and provide timely correspondence to all interested parties.
• The job will interact with the Tribal Membership, Housing staff, outside vendors and contractors.
• The Procurement Coordinator/Program Director must possess the ability to establish and maintain harmonious, cordial, and effective relationships with tenants, staff, and other individuals and groups.
• A general aptitude and ability to carry out instructions furnished in written, oral, or diagram form.
• Ability to interpret and make independent decisions based on policy guidelines established by the GTB Housing Department and outside funding agencies.
• Must be able to handle crisis situations on occasion and be able to function under pressure with professionalism.
• Ability to refer unsafe, unlawful or questionable situations within the GTB Housing tenants to the appropriate services.
• Must have working knowledge of construction trade.
• Must be familiar working with outside vendors and contractors.
• Must complete Program Directors Training within one year of date of hire.
• Excellent interpersonal skills with demonstrated patience, tact, and respect.
• Exceptional detail and follow-up skills.
• Ability to quickly evaluate alternatives and decide on a plan of action.
• Must have outstanding written and verbal communication skills.
• Good time management and organizational skills are critical.
• Excellent interpersonal skills with demonstrated patience, tact, and respect.
• Exceptional detail and follow-up skills.
• Work requires proficiency in computer literacy, preferably in Microsoft Windows, Word, Excel, Outlook, Power Point, and other Microsoft office products. Other database applications include HDS and Micro-main Housing/inventory management software.
• Ability to quickly evaluate alternatives and decide on a plan of action.
• Must be able to deal with difficult people without losing perspective.
• Ability to effectively establish priorities and meet deadlines.
• Must have good knowledge of business and accounting systems and methods.
• Must have general knowledge of applicable laws, regulations, rules, procedures, and administration, as it pertains to Native American housing.
• Ability to work with minimum supervision.
• Ability to prepare cases for and to represent the Housing Department in collection cases in courts of law.
• General proficiency in leadership, management skills and techniques.
• Working knowledge of GAAP is required.
• The ability to obtain and apply a working knowledge of the U.S. Department of Housing Urban Development (HUD) Indian Housing Block Grant Programs (IHBG), NAHASDA Reorganization Act (NRA) and the related accounting and bookkeeping practices.
• Duties, responsibilities, requirements, and expectations pertaining to this job are subject to change as needed.

EDUCATION and/or EXPERIENCE

• An associate degree in Business, Accounting, Administrative Services, or related field required. *
• One year of experience in procurement or a related field.
• At least 2 years of experience with warehousing inventory.
• GTB Program Director experience is preferred,
• Experience/knowledge working with US Department of Housing Urban Development (HUD) Indian Housing Block Grant Programs (IHBG) and NAHASDA preferred.

SUPERVISORY RESPONSIBILITIES

Project Coordinator

DRIVING REQUIREMENTS

• Must have a valid unrestricted driver license and be insurable by the GTB insurance carrier.
• Must have appropriate endorsement for all vehicles required for operation in the performance of duties.

WORKING CONDITIONS

Setting is inside a multi-person office environment, but it is important to realize that some of the work requires you to travel to the other six-county service areas that have housing units.

TYPICAL PHYSICAL DEMANDS

Must be able to lift to 50 lbs., load, unload and put away supplies and/or equipment.

TYPICAL MENTAL DEMANDS

Must be able to effectively handle stressful and compromising situations, while remaining focused and professional. Must be able to deal with outside vendors in a professional manner. Must be able to work productively under strict time restraints with variable deadlines. Must be able to make quick, informed decisions.

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 regarding 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 Procurement Coordinator/Program Director Jobs at Grand Traverse Band of Ottawa and Chippewa Indians