Emergency -Program Coordinator

Program Coordinator

Responsible for coordination of the Property Management Program and providing administrative support for the Assistant Director. This person will disseminate information and explain policies and procedures to Tribal Members in person and by telephone.

Essential Duties and Responsibilities:

• Coordinate with Property Management carpenters, contractors and staff, and perform project oversight.
• Coordinates scheduling of meetings and makes courtesy calls to all parties prior to the meeting. May be required to take meeting minutes and type them up after the meeting.
• Create and maintain general records and files for the department, and works to develop and maintain proper realty file systems, including documentation regarding damage to tribal properties.
• Assists the Assistant Director in providing technical assistance to staff and departments on planning projects where appropriate to complete tasks and meet deadlines.
• Assists the Assistant Director in the plan for construction with starting and completion dates of projects as well as staffing requirements for each phase of construction.
• Assists the Assistant Director with well drilling issues and any permits that need to be obtained.
• Assists the Assistant Director with providing security and patrolling Tribal owned homes.
• Makes arrangements with maintenance to board up broken windows or doors and schedules repairs and clean-up as needed.
• Answers the department phone lines explaining program policies to Tribal Members in need of home repairs.
• Prepares purchase order/ check requests, make copies, collate and distribute documents as needed making sure all the invoices are paid as soon as possible.
• Prepares and compiles correspondence, memos, agenda requests forms, leases, faxes, etc. Using good judgment, excellent grammar and punctuation with limited guidance.
• Arrange for transfer of utilities upon purchase of property, transfer to tenants when occupied, and transfer to Tribe when vacated.
• Perform move-in, move-out, and semi-annual home inspections to ensure compliance.
• Provide notice to tenants regarding findings of inspection. Coordinate repairs for deficiencies found during inspections.
• Perform follow up inspections as needed to ensure compliance is met and repairs are complete.

Maintain records creating spreadsheets using excel for the fiscal year's budget/ expenditures.

Provides backup support to Emergency Housing Repair Program Coordinator as needed.

Performs other duties as assigned.

Supervisory Responsibilities:

This position will have no supervisory duties.

Qualifications and Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or

Experience:

High school diploma or general education degree (GED) required; and at least 5 years of related administrative experience and/or training required. Intermediate experience and knowledge using word processing, spreadsheet and database software (i.e. Word for Windows, Excel, Access, etc.), Picture-It, Outlook, and Publisher software is also required. Must be able to operate a digital camera.

Language

Skills:

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical

Skills:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

Reasoning Ability:

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Other

Skills and Abilities:

Must be a Puyallup Tribal Member

Must have valid WA State Drivers License and proof of insurance. Must be able to pass a background check

Must have an excellent attendance record.

Must have advanced knowledge of secretarial, accounting, billing and purchase order procedures Must be able to type at least 30 wpm.

Must have experience in the bidding process.

Ability to read, analyze and interpret common property maintenance procedures and directives. Must be able to maintain confidentiality and be sensitive to Tribal Members situations.

Must have positive interpersonal skills to develop trust of Tribal Members and work effectively with other departments and agencies in order to meet departmental goals and objectives.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable…