Maintenance Clerk

description

under the direct supervision of the development manager, the maintenance clerk provides administrative, clerical, and operational support to the maintenance department and assists in the coordination and delivery of housing maintenance, repair, rehabilitation, and construction-related activities. The maintenance clerk serves as a primary administrative point of contact for the maintenance department and is responsible for maintaining accurate records, tracking work orders and project documentation, coordinating schedules and communications, assisting with purchasing and inventory records, and supporting departmental reporting and compliance requirements.

This position works closely with maintenance staff, triha departments, tenants, vendors, contractors, project managers, and other stakeholders to promote timely communication, accurate documentation, efficient workflow, and effective delivery of maintenance services.

• 1. Provide day-to-day administrative and clerical support to the development manager and maintenance department, including correspondence, scheduling, data entry, filing, document preparation, and general office coordination.
• 2. Maintain organized and accurate electronic and physical records related to maintenance, repairs, rehabilitation, construction projects, inspections, warranties, invoices, insurance documentation, contracts, and other departmental activities.
• 3. Assist with the tracking and administrative processing of maintenance requests and work orders from initial request through completion, including updating records and maintaining supporting documentation.
• 4. Track project and maintenance deadlines, pending items, required documentation, and follow-up activities and provide status information to the development manager as requested.
• 5. Assist with project coordination and administrative support for maintenance, construction, rehabilitation, and other assigned housing projects.
• 6. Coordinate schedules, appointments, inspections, meetings, vendor activities, and other departmental activities as assigned.
• 7. Prepare meeting materials, attend assigned meetings, take accurate notes or minutes, and assist with tracking follow-up items.
• 8. Assist with purchasing and procurement-related administrative functions, including preparing or tracking purchase requests, purchase orders, quotes, invoices, receipts, and supporting documentation in accordance with triha policies and procedures.
• 9. Maintain accurate inventory records for maintenance department supplies, tools, equipment, materials, keys, and other assigned assets; assist with periodic inventory counts and reconciliation.
• 10. Communicate professionally with tenants, vendors, contractors, staff, and community members regarding maintenance scheduling, project coordination, documentation, and general departmental matters.
• 11. Work collaboratively with project managers, superintendents, project engineers, contractors, consultants, and other professionals involved in triha projects.
• 12. Assist with grant-funded projects and programs by maintaining required documentation, tracking project information, and supporting reporting and compliance activities as assigned.
• 13. Assist in compiling departmental data and preparing routine reports, spreadsheets, project updates, maintenance activity reports, and other information requested by the development manager or executive director.
• 14. Maintain confidentiality of tenant, employee, financial, project, and organizational information in accordance with triha policies and applicable laws.
• 15. Follow established internal controls, procurement requirements, record-retention practices, safety requirements, and applicable federal, state, tribal, and triha policies and regulations.
• 16. Maintain professional, timely, and accurate communication and promptly elevate unresolved issues, delays, missing documentation, or other concerns to the development manager.
• 17. Support cross-departmental coordination and assist other triha departments when necessary to accomplish organizational goals.
• 18. Perform other duties as assigned by the development manager or executive director.

• 1. High school diploma or ged required
• 2. Related clerical or administrative experience, preferred.
• 3. Valid california driver's license and ability to be insured through triha.
• 4. Must successfully complete a pre-employment drug/alcohol screening and background check.
• 5. Proficiency in…