Position Summary
The Housing Secretary provides administrative and clerical support to the Housing Authority in accordance with Tribal Housing Authority policies and applicable requirements under HUD and NAHASDA. This position serves as the first point of contact for tenants, applicants, vendors, and the public, while ensuring accurate recordkeeping, document processing, and office coordination. The Housing Secretary supports housing programs by maintaining files, scheduling appointments, assisting with correspondence, and helping ensure program operations follow established housing policies, Tribal standards, and federal compliance requirements.
Essential Duties and Responsibilities
Administrative Support
Answer phones, greet visitors, and respond to general housing inquiries in a professional
manner
Schedule appointments for housing staff, inspections, and meetings
Prepare, type, and distribute letters, notices, reports, and housing documents Maintain calendars and coordinate office activities
• Assist with preparation of board packets and meeting materials when required Other Duties as assigned
Records Management
• Maintain organized tenant, applicant, and program files (paper and electronic) Ensure documents are properly filed, scanned, and archived Track incoming applications and supporting documentation Maintain confidentiality of all tenant and personnel information
Housing Program Support
Assist applicants with completing housing forms and required paperwork Provide basic information regarding housing programs, eligibility, and procedures
⚫ Log work orders and route maintenance requests to appropriate staff
Track rent payments or documents as directed by accounting or housing staff
• Support annual re-certifications and inspections by preparing files and notices
Office Operations
Monitor office supplies and submit purchase requests as needed
Receive and distribute incoming mail and deliveries
Maintain reception area and front office organization
• Support special projects and other duties as assigned
Minimum Qualifications
• High school diploma or GED required
One (1) year of clerical, receptionist, or administrative support experience preferred
• Experience working in a housing authority, tribal organization, or government office preferred
⚫ Equivalent combination of education and experience may be considered
Required Knowledge, Skills, and Abilities
• Strong customer service and public relations skills
Basic knowledge of office procedures and administrative practices
• Ability to maintain strict confidentiality
• Strong organizational and recordkeeping skills
Ability to communicate clearly both verbally and in writing
• Ability to manage multiple tasks and meet deadlines Professional phone etiquette and interpersonal skills
Technical Skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Ability to operate standard office equipment (copier, scanner, multi-line phone)
• Ability to learn housing management software systems
Work Environment
Office-based position with frequent interaction with the public
May require sitting for extended periods and regular computer use Occasional lifting of files or office supplies up to 25 lbs
Conditions of Employment
Must pass background check in accordance with Housing Authority policy
Must maintain confidentiality of sensitive housing information
Must comply with all Housing Authority personnel policies, Tribal employment rules, and program regulations
Must follow applicable HUD and NAHASDA administrative requirements for records management, tenant information protection, and program documentation
Applications can be picked up at the Eastern Shoshone Housing Authority. Please Submit
application to sdixey@es-ha.com or call 307-332-5832
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