Administrative Assistant - PGSHA Temp

The purpose of this position is to perform clerical duties for Housing Authority staff as assigned, and also act as the Front Desk Receptionist, i.e., receives visitors and telephone callers at the Housing Authority, determines the nature of their visit/call, and directs them to the appropriate staff person, telephone extension, or information, and performs a variety of administrative duties, such as developing and maintaining filing systems, mail tracking, receiving rent payments from tenants, scheduling employee time off. Additional duties include meeting preparation and minutes.

Duties and Responsibilities:

• Receiving payments from tenants and entering into tenant software, ensuring tenant receives a receipt.
• Maintain inventory of general office supplies for all staff.
• Coordinate with staff in planning, scheduling events or meetings as assigned by the Executive Director. This includes weekly staff meetings and monthly board of commissioner meetings.
• Meeting preparation by developing meeting agenda with Executive and Assistant Director, compiling packets and distribution, ordering meeting supplies, taking accurate Minutes, and recording meetings.
• Maintain copies of all applications for Housing programs and assist individuals with appropriate applications.
• Pick up payroll deduction checks from The Point Casino and Gliding Eagle Market and post payments into tenant software.
• Check mail daily and main Tribal Office and physical mailbox.
• Maintain strict confidentiality of sensitive information.

Qualifications:

• High School Diploma or Graduate Equivalency Degree.
• Washington State Drivers license and insurance.
• 1-3 Years experience, answering phones, creating/maintaining filing systems, ordering office supplies, maintaining inventory of supplies, and greeting customers.
• Basic computer skills are required, as well as the ability to learn higher level skills.
• Basic knowledge of accounting practices.
• Strong customer service skills are a must, excellent manners, professional image and strong initiative to assist staff.
• Ability to work well with housing Authority clientele and staff and maintain positive public relations within and outside the community.

Requirements:

• Regularly required to use hands to finger, handle, or feel and talk or hear.
• Frequently required to walk, sit, stand and reach with hands and arms.
• Occasionally required to lift and or move up to 25 pounds.
• Vision requirements include close vision, distance vision, color vision, peripheral vision, depth perception and ability to focus.
• Required to have strong communication skills, written and oral.
• Must possess strong organizational skills.
• Required to learn all Housing programs and applications to assist clients.
• Works with little to no supervision.
• Ability to evaluate and streamline application processes.
• Ability to evaluate and distribute mail to appropriate staff.
• Ability to manage different calendars.
• Ability to contribute to policy review and make recommendations.
• Ability to focus and multi-task.

Travel Requirements:

• Local, Sate and out of State travel may be required.