Job Summary

Incumbent is primarily responsible for providing administrative and office support to the Housing Department and supports the Housing departmental staff as needed. It will include generating internal and external monthly reports, ensuring timely filings, preparing power point presentations, calendaring, and providing research assistance. Provide timely responses to applicants and participants, daily communication with the Housing Program Manager processes appropriate documents to the finance department, retrieves processed checks from finance and distributing.

Job Duties & Responsibilities

• Welcome and assist all visitors entering the office.
• Manage daily office operations and monthly objectives.
• Handle incoming phone calls and emails promptly and professionally.
• Draft and prepare important documents, memos, and communications.
• Screen applicant for completeness and determine eligibility.
• Conduct intake and case management for non-TLS applicants.
• Organize and maintain an orderly filing system.
• Manage calendars for the department.
• Provide administrative assistance to the Housing team.
• Respond promptly to routine inquiries via written correspondence or telephone.
• Receive, sort, distribute, and process incoming and outgoing mail and materials.
• Document all calls and gather information from staff for reporting purposes.
• Coordinate the pickup and distribution of checks to clients or vendors, obtaining necessary signatures.
• Submit and follow up on authorization claims for billing.
• Assist with processing check requests, invoices, vouchers, billings, and purchase orders for submission.
• Identify and recruit landlords.
• Assist with creating and maintaining client's files.
• Support staff in coordinating special events and training activities.
• Assist in generating monthly internal reports for Board of Directors meetings.
• Help maintain the departmental calendar and track report deadlines.
• Take meeting minutes and ensure timely distribution.
• Handle various administrative tasks such as filing, copying, mailing, faxing, and scanning documents.
• Monitor and create system to track project milestones/deliverables.
• Proofread and edit communication materials.
• Conduct research as requested.
• Provide cross-training to departmental staff or trainees as required.
• Keep the Housing Program Manager informed of activities, pending issues, and potential problems.
• Represent the agency and communicate accordingly at identified community, government, and/or business meetings.
• Undertake special projects requiring analytical skills.
• Prepare presentations under the direction and supervision of the Housing Program Manager.
• Collaborate closely with Housing staff to provide administrative support and assist clients with resources and technology.
• Adhere to agency policies and advance UAII's goals.
• Performs other job-related duties as assigned.
• Perform other related duties as assigned.

Minimum Qualifications (Education & Experience)

• High school diploma.
• Minimum two (2) years of administrative office expereince.
• CA Driver's license.
• Clean driving record, eligible to be insured by UAII's auto policy.
• A combination of experience, education, and training may substitute for degree requirements on a year for year basis.

Preferred Qualifications (Education & Experience)

• Experience working with the American Indian/Alaskan Native community.
• Experience working with nonprofit organizations, community groups, and performance-based government contracts.

Necessary Knowledge, Skills, and Abilities

• Knowledge of Indian Self-Determination and Education Assistance Act (PL93-638).
• Knowledge of Title V of the Indian Health Care Improvement Act (PL 94-437).
• Knowledge of the Affordable Care Act (PL 111-148).
• Strong understanding and sensitivity to American Indian/Alaska Native (AI/AN) cultures and lifestyles, and work effectively with AI/AN population.
• Effective oral and written communications skills with sensitivity to lifestyles of targeted participants.
• Skills in operating personal computer using a variety of computer software (Microsoft Office, Adobe, Microsoft Teams, Zoom).
• Ability to maintain strict confidentiality of client and personnel information, and comply with all applicable federal and state privacy laws, as well as UAII policy (HIPAA, HITECH, etc.).
• Ability to establish and maintain cooperative working relationships with management, coworkers, and outside contacts.
• Ability to keep up with a fast-paced environment.
• Ability to learn and apply program/agency operating policies and procedures.
• Ability to manage multiple priorities and tasks concurrently and meet deadlines.
• Ability to interact with various people on various, and at times, complex issues.
• Ability to work independently as well as with teams.
• Avaialble to work evenings and/or weekends as needed.

Working Conditions

The work environment characteristics described here represent those employee encounters while performing the primary functions of this job. Normal office conditions exist, and the noise level in the work environment can vary from low to moderate.

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 accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is frequently required to stand and/or sit. The employee is occasionally required to walk, sit and climb or balance. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, peripheral vision and depth perception.

Conditions of Hire

• Eligibility to work in the US.
• Fingerprint clearance.
• Pass a post-offer drug test.
• Negative TB test result (annual requirement).
• Proof of vaccination against the flu (annual requirement).
• Proof of full vaccination against COVID, including a Booster.
• Valid CA driver's license, if driving for the company and/or a requirement of the position.
• Maintain auto insurance coverage, if driving for the company.

United American Indian Involvement, Inc. (UAII) provides equal employment opportunities (EEO) to all employees and applicants for employment. UAII is a drug-free workplace and complies with ADA regulations. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

This Job Description describes the essential duties and qualifications. It is not an exhaustive statement of all the job duties, responsibilities, or qualifications; management has the exclusive right to alter or add to this job description at any time without notice. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional duties as assigned.