Housing Administrative Coordinator

Description

Position Title

Housing Administrative Coordinator

Status

Non-Exempt

Location

Quapaw Nation Housing Office

Department

Housing

Reports to

Housing Director

Work Schedule

Full Time

Safety Sensitive

Yes*

Driver's License Required

Yes

Position Summary

The Housing Administrative Coordinator provides administrative, clerical, technical, and field support for the Quapaw Nation Housing Program. This position assists with housing program operations, applicant intake and eligibility processes, records management, reporting requirements, inspections, payment processing, and general office administration in accordance with applicable tribal housing program policies, procedures, rules, and regulations.

Essential Job Functions

• Maintain strict confidentiality of sensitive information, records, and program data.
• Perform duties in accordance with applicable policies, procedures, regulations, and program requirements.
• Assist housing applicants with completing applications and obtaining required eligibility documentation.
• Review, collect, verify, and maintain applicant and participant records.
• Notify applicants regarding eligibility determinations and program status.
• Maintain monthly contact sheets and case records for housing program participants.
• Enter, update, and maintain data, databases, spreadsheets, and electronic records for multiple housing programs.
• Prepare, organize, and maintain departmental filing systems and records in accordance with records retention requirements.
• Gather information and supporting documentation for monthly, quarterly, and annual reports.
• Answer and direct telephone calls, greet visitors, respond to inquiries, and process incoming and outgoing correspondence.
• Enter vendor and material invoices into Microix and maintain related documentation.
• Receive housing payments, prepare logs, and process deposits in accordance with established procedures.
• Prepare, track, and coordinate work orders and repair requests.
• Conduct housing unit inspections, pest control inspections, prepare inspection reports, and provide required notifications.
• Assist with day-to-day housing program operations and administrative activities as assigned.
• Maintain effective working relationships with applicants, tenants, contractors, vendors, tribal departments, and the public.

Non-essential Job Functions

• Perform minor equipment maintenance and routine office equipment upkeep.
• Attend meetings, seminars, workshops, and training sessions as required to support professional development and program objectives.
• Perform other related duties as assigned.

QualificationsJob Specifications

Knowledge, Skills and Abilities

• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Knowledge of office administration practices, records management, and basic accounting principles.
• Ability to maintain organized records and filing systems.
• Ability to gather, interpret, analyze, and maintain accurate data and documentation.
• Ability to manage multiple priorities, meet deadlines, and work independently with minimal supervision.
• Ability to exercise sound judgment and discretion when handling confidential information.
• Ability to establish and maintain effective working relationships with employees, applicants, tenants, vendors, and the public.
• Ability to follow instructions and adapt to changing priorities and workload demands.
• Knowledge of tribal services, programs, and organizational infrastructure preferred.
• Must successfully pass a tribal background investigation and drug screening.
• Maintain a current driver’s license in good standing and qualify under the Quapaw Nation Motor Vehicle Policy.

Education

• High school diploma or equivalent is required.
• Postsecondary education in business administration, office management, accounting, public administration, or a related field preferred.

Experience

• Minimum of one (1) year of administrative, clerical, customer service, housing, accounting, or related office experience required.
• Experience with records management, data entry, accounts receivable, or housing assistance programs preferred.
• Experience using computerized databases, spreadsheets, and office software preferred.

Physical Abilities

• Ability to sit or stand for extended periods and perform tasks that require reaching above shoulder level.
• Ability to push, pull, squat, kneel, bend, and safely lift and carry up to 20 pounds.
• Visual acuity sufficient to perform essential job functions, with or without reasonable accommodation.
• Ability to travel occasionally for meetings, training, seminars, or professional development opportunities.

Working Conditions

Work is primarily performed in an office environment.

Frequent use of computers, telephones, and other office equipment.

Regular interaction with applicants, tenants, vendors, contractors, tribal departments, and the public.

Occasional field work, including housing unit inspections and site visits.

Occasional exposure to varying weather conditions, including extreme heat, cold, rain, wind, and other environmental elements, while performing inspections, site visits, and other field-related duties.

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