Maintenance Clerk

Description

GENERAL POSITION 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.

DUTIES AND RESPONSIBILITIES:

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.

QUALIFICATIONS:

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 Microsoft 365 and general office equipment.

6. Effective written and verbal communication skills.

7. Ability to work independently and follow established procedures and supervisory direction.

8. Ability to interact professionally with tenants, Tribal members, vendors, contractors, coworkers, and management.

9. Ability to exercise sound judgement and maintain confidentiality.

10. Reliable, accountable, detail-oriented, and committed to TRIHA’s mission.

11. If previously employed within the Tule River Indian Tribe of CA entities, you must have acceptable work history.

KNOWLEDGE, SKILLS, & ABILITIES:

1. Advanced knowledge of office administration procedures and practices

2. Knowledge of board governance and meeting administration

3. Excellent records management and retention practices

4. Extensive knowledge of Microsoft Office applications including Microsoft 365

5. Knowledge of Tribal organizational structure and policies

6. Ability to maintain professional business communications and correspondence preparation

7. Must maintain confidentiality and exercise sound judgment

8. Must be capable of managing multiple priorities and deadlines simultaneously

9. Must possess the ability to communicate effectively both verbally and in writing

10. Must maintain the ability to organize and coordinate meetings, schedules, and projects

11. Must maintain the ability to prepare reports, correspondence, and meeting materials

12. Must establish and maintain effective working relationships

13. Must be able to work independently with minimal supervision

14. Must regularly provide professional customer service

PHYSICAL REQUIREMENTS:

1. Ability to sit and work at a computer for extended periods.

2. Ability to regularly stand, walk, bend, reach, and perform general office duties.

3. Ability to lift, carry, push, or pull office supplies and materials weighing up to 50lbs.

4. Manual dexterity is necessary to operate a computer, telephone, copier, and other office equipment.

5. Visual and hearing ability necessary to review documents, enter data, communicate, and respond to workplace activity.

6. Ability to occasionally visit housing units, maintenance sites, storage areas, and other TRIHA locations.

7. Ability to walk on uneven surface and work around moderate noise, dust, and changing weather conditions during site visits.

8. Ability to safely operate a vehicle when travel is required for assigned duties.

This position reports to: Maintenance Field Supervisor

Supervises: None

Salary: Starting at $22.00

Work Schedule: Monday- Friday 8:00AM-5:00PM (Varies)

Benefits: Medical, Dental, Vision, Flexible Spending Plan, PTO, 401K, ETC.

PREFERENCE SHALL BE GIVEN TO QUALIFIED NATIVE AMERICAN CANDIDATES IN ACCORDANCE WITH THE TULE RIVER INDIAN PREFERENCE ORDINANCE & VETERAN PREFERENCE. Must have Tribal Identification, Military Identification or Form DD214 to claim preference