Project Assistant Clerk

Position:
Project Assistant Clerk

Supervisor: Project Coordinator

Division: Reservation Services Administration

Department: Housing

The Project Assistant Clerk provides essential administrative and clerical support to the Project Coordinator of the Kickapoo Traditional Tribe of Texas Housing Authority. This role assists the Project Coordinator in the planning, coordination, documentation, and communication of housing projects, ensuring that contractors, supervisors, and tenants are supported throughout all phases of project activity. The ideal candidate is detail‑oriented, organized, and capable of managing multiple tasks in a fast‑paced environment.

• Assists the Project Coordinator with preparing, reviewing, and managing contracts for each housing project and assigned contractor, ensuring all documentation is accurate, complete, and properly executed prior to project commencement.
• Assists with processing purchase orders through the Spend Map system, ensuring timely entry and accuracy of all procurement documentation; follows up as needed to confirm order status and resolve discrepancies.
• Assists with processing contractor invoices upon project completion through the Spend Map system, verifying that invoiced amounts align with approved contracts and scope of work before routing for approval.
• Assists tenants with completing addition and modification request forms, explaining the process clearly, answering questions, and ensuring all required information is submitted accurately and in a timely manner.
• Assists the Project Coordinator with creating, updating, and maintaining detailed project lists for all active and upcoming housing projects, including but not limited to metal carport installations, cement slab work, full unit remodels, and in‑house maintenance projects.
• Assists with the preparation and compilation of monthly reports summarizing project statuses, budget usage, contractor activity, and tenant requests; ensures reports are accurate, well‑organized, and submitted on time.
• Assists with documenting, organizing, and filing all project‑related paperwork and supporting documents in designated budget binders, maintaining an orderly and accessible records system for audits and reviews.
• Assists with entering and updating data in the Housing Authority’s budget tracker, accurately recording material costs, labor expenses, and money utilized across all active projects to ensure real‑time budget visibility.
• Answers incoming phone calls on behalf of the Housing Authority, professionally addressing tenant inquiries regarding ongoing or upcoming projects, addition and modification request statuses, timelines, and general housing concerns.
• Communicates and coordinates regularly with contractors, project supervisors, and tenants to relay project updates, schedule confirmations, and any changes in scope or timeline; ensures all parties are informed and aligned throughout the project lifecycle.
• Assists with drafting, formatting, and distributing official memos related to housing projects, including notices to tenants, contractor instructions, and internal departmental communications.
• Organizes and maintains project records by address, contractor name, project type, and completion status, ensuring all files are current, easily retrievable, and properly categorized for reporting and reference purposes.
• Coordinates with other tribal departments — including but not limited to maintenance, finance, and administration — when requesting services, approvals, or resources needed to support ongoing housing projects.
• Maintains and regularly updates the window replacement list, tracking unit locations, priority status, contractor assignments, and completion dates to ensure timely progress on all window replacement initiatives.
• Communicates directly with contractors regarding submitted quotes, pending invoices, issued checks, and payment status; follows up as necessary to ensure timely resolution and accurate financial documentation.
• Assists the Project Coordinator with scheduling…