Govt. Housing - Administrative Assistant II

Sault Tribe

Sault Ste. Marie, MI 49783, USA

Published: 6/14/2022

Full Time

Job Description

Position Summary

The Administrative Assistant II (East Office) under the direction of the Operations Manager plays a key role in facilitating smooth office operations and contributing to the overall success of the Housing Authority by supporting the efficient operation of the office by providing administrative assistance to the Operations Department and Resident Services staff of the East Office.

Job Duties

The following include, but are not limited to essential functions of the position.

Answer phone for the Operations and Maintenance Department.
Provide administrative support to Operations Manager, Construction Manager, Contract Administrator and Warehouse Manager.
Enter all work orders into the system to complete weekly payroll report..
Create work orders for all Force Account Crew, vacant unit crew, public works and maintenance staff on the east end.
Generate work order requested by the residents and staff for routine maintenance, vacant units, construction projects, emergencies, public works, utility authority duties and any and all other tasks performed by the Operations staff.
Enter data from the work orders into the maintenance management software for job costing and tracking maintenance expenses.
Enter hours worked off of work orders and time cards and other time used into the maintenance management system to generate weekly payroll reports.
Submit weekly time reports to management for approval which Accounting uses to generate employee payroll.
Provide administrative clerical support to the Operations and Construction Manager by preparing letters, taking meeting minutes, preparing reports, filing, copying, shredding, office supplies management and other miscellaneous duties.
Schedule on-site inspections and, vacant units and routine and non-routine maintenance projects.
Complete data entry duties, including fuel slips, work order comments and other items as assigned.
Gather and report specific weekly and monthly unit statistics including, but not limited to, monthly work order totals, vacant unit status, open work order report.
Assist the Operations Manager in reporting information for the APR and other grant report requirements.
Provide reports, as requested, from the maintenance software program on a variety of routine and non-routine maintenance projects and vacant units for planning of future projects.All other job-related duties as assigned

Knowledge Skills and Abilities

To perform the job successfully, an individual should demonstrate the following:

Must have experience working with Microsoft Office Suite
Must have working knowledge and be able to use word processing and spreadsheet and data base software
Must have working knowledge and be able to use office machines, such as calculator, copier, fax, printer and computer
Must have organizational skills and be able to plan, prioritize and manage work load to meet goals in a timely manner.
Must be able to establish and maintain an effective working relationship with supervisory personnel, coworkers and the general public
Must be able to communicate effectively both orally and in writing
Must be flexible and available to work various shifts, including nights, weekends and holidays as needed.
Must be able to work in a busy environment and handle stressful situations
Must maintain confidentiality
Native American Preferred

Minimum Qualifications

High School Diploma or equivalent

Minimum of 5 years of administrative secretarial experience

Preferred Qualifications

Associates Degree in Office Administration

Certification(s) and/or Licenses Required

Must comply with the Sault Tribe’s Drug-Free Workplace Policy which may include random drug tests.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regular exposure to favorable conditions such as those found in a normal office. Position sedentary with primarily sitting/lifting of maximum of 10 pounds. Physical factors include constant sitting, use of near vision, typing; frequent use of hearing, near/midrange/far vision, depth perception, color/field of vision, bending, driving; occasional standing, walking, carrying/lifting, pushing/pulling, climbing, stooping, kneeling, crawling, reaching, manual handling, use of smell. Working conditions include frequent exposure to noise, vibration, air quality; occasional exposure to weather, extreme heat/cold and wet/humidity. Potential hazards include constant client contact and computer use.

Equal Opportunity Employer

STHA is an equal opportunity employer and welcomes candidates from diverse backgrounds to apply. We do not discriminate on the basis of race, color, religion, gender, sexual orientation, age, marital status, national origin, or any other protected status. We believe that all persons are entitled to equal opportunity. Equal employment is extended to all persons in all aspect of the employer-team-member relationship.

Preference

In accordance with the Indian Reorganization Act of 1934 Title 25, USC 472 and other applicable laws, the Sault Tribe Housing Authority's hiring process will be::

1. Sault Tribe Member

2. Other Native American

3. Sault Tribe Member Spouse/Dependent

4. Other (non-Native)