Administrative Services Clerk Housing - Salem _ Closes 09/10/2025 presso Confederated Tribes of Siletz Indian

Description

Opening Date: August 27, 2025

Closing Date:  September 10, 2025

Job Title: Administrative Services Clerk Housing-Salem

Salary/Wage: $20.97/hr

Tribal Level: 110.1

Location: Salem, OR

Classification: Full Time, Non-Exempt 

Job Posting Number: 3532858

INTRODUCTION:  

The Administrative Services Clerk will provide administrative and clerical support to the Housing Executive Director and Housing Staff, Housing Committee and Resident Organization. 

DUTIES:

• Schedule, coordinate and attend all Housing Committee meetings. Responsible for agenda coordination, preparation and distribution. Take notes for summary minutes for transcribing and distributing minutes. Prepare documents for signature including processing housing committee stipends. 
• Receive and post meeting agendas and resolutions approved by the Tribal Council.
• Post approved Housing Committee meeting minutes in binders and ensure distribution to the Tribal Council Secretary.
• Prepare and distribute resolutions and supporting documents for Tribal Council consideration to the Tribal Council Secretary, ensuring grammar, spelling, and punctuation is correct. 
• Conduct a yearly resident customer service and satisfaction survey as an opportunity for residents to provide input. 
• Provide administrative support to the Resident Organization by drafting and distributing the Resident Chatter, administrative support to R.O. meetings, budget tracking., and coordinating community dump day.
• Make necessary travel arrangements for Housing Committee, and Housing Staff. Prepare paperwork and obtain necessary signatures as appropriate to reconcile travel and remind staff of reimbursement and training reports.
• Draft inter-office memos and routine correspondence for the Housing Executive Director’s signature. Conduct annual inventory of units and update insurance policy accordingly.
• Provide front desk operations including answering phones, routing calls, and greeting clients.
• Process work orders with data entry to HDS.
• Process rent and homebuyer payments and enter data into HDS.
• Deliver cash receipts to the accounting department daily as necessary.
• Coordinate after hour conference room usage and schedule conference room appointments.  
• Custodian of cash change fund.
• Ensure cleanliness and orderliness of kitchen area to be free of clutter, used dishes and utensils.
• Provide monthly postage meter reports to accounting and replenish meter funds as needed.
• Provide administrative support to the Housing Staff as needed.  
• Provide general office support for special programs including those developed in response to states of emergency or a pandemic.
• Other duties as assigned.

Requirements

REQUIREMENTS:  

High school graduate or equivalent. Two years’ experience in a business office setting with one year in public/Indian Housing field, or rental property management (preferably HUD assisted projects) is desirable. Experience in minute transcription preferable. 

Knowledge of:  

• Office practices and procedures. 
• Minute transcription. 
• Report preparation. 
• Spelling, grammar and editing, and 
• Cash and internal control procedures.

Experience in:

• Microsoft word processing, database, and spreadsheet applications a must.
• Preparing and editing documents, including resolutions and meeting minutes.  
• Knowledge of Housing Data Systems (HDS) software desired.

Ability to: 

• Communicate effectively both orally and in writing. 
• Independently plan and schedule work activities to meet deadlines with minimum of supervision. 
• Work effectively and cooperatively with staff other departments and entities.
• Maintain filing, record keeping and program/project tracking systems.
• Operate modern office equipment and read, understand, apply and explain Tribal/department policies, procedures and HUD Regulations.
• Plan and schedule work activities and perform duties with minimum supervision.

Other:

• Must possess a valid Oregon driver’s license and be able to operate a GSA vehicle.