Program Assistant, Housing

POSITION TITLE: Program Assistant - Housing
DEPARTMENT: Housing
LOCATION: Toledo WA
REPORTS TO: Program Manager
FLSA STATUS: Nonexempt fulltime
WAGE RANGE: $26.40 - $30.40 per hour

Open until filled first review 10/21/25

***If you are an American Indian/Alaska Native and/or a Veteran and would like this to be considered preference in hiring please upload documentation with your resume and cover letter. Acceptable documentation includes a Tribal Enrollment card a letter from your Tribe stating your enrollment or BIA 4432 and/or DD214.***

Position Summary:

Contributes to the efficient daily operation of the Housing Department by performing a variety of secretarial and administrative duties. Assists in the accurate administration of housing services provided by Cowlitz Indian Tribal Housing (CITH). Maintains professionalism in all interactions with internal and external customers. Honors and represents the mission vision values of CIT and Housing department.

This list of duties and responsibilities is illustrative only of the tasks performed by this position and is not all-inclusive.

Essential Duties & Responsibilities:

• Establishes and maintains an effective filing and retrieval system of departmental communication and information.
• Answers incoming telephone calls determines purpose of calls and forwards calls to appropriate personnel or department ensuring professional telephone etiquette; returns client calls as requested.
• Receives sorts logs and routes mail.
• Greets internal and external customers and visitors and administers COVID screening procedures; determines nature of business answers questions and directs to appropriate personnel.
• Maintains and operates office machines equipment and computers; performs or coordinates general maintenance and repair.
• Orders and maintains inventory of office supplies.
• Photocopies collates and distributes documents.
• Transmits outgoing faxes and retrieves logs and distributes incoming faxes.
• Creates Housing signage and notices for repairs and closures.
• Interprets and explains CITH policies and procedures applications and forms and codes and regulations to a variety of clients and eligible families.
• Explains eligibility requirements for CITH programs; communicates progress with clients.
• Coordinates hotel reservations and invoices for homeless clients.
• Assists in maintaining construction contract files including contract registers in accordance with federal regulations and CIT policies and procedures.
• Establishes maintains and updates files databases records and/or other documents.
• Provides excellent customer service to internal and external customers of the operations.
• Maintains strict confidentiality and presents a positive professional demeanor and image.
• Performs other duties as assigned.

Knowledge Skills and Abilities:

• Knowledge of traditional form of government and tribal customs and traditions.
• Knowledge of business English proper spelling grammar punctuation and basic arithmetic.
• Knowledge of modern office functions procedures and equipment.
• Knowledge of records management and basic accounting procedures.
• Skill in operating various word-processing spreadsheets and database software programs.
• Skill in treating internal and external customers with tact courtesy and respect.
• Ability to maintain confidentiality.
• Ability to interact and maintain good working relationships with individuals of varying social and cultural backgrounds.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to communicate efficiently and effectively both verbally and in writing.
• Ability to handle multiple tasks and meet deadlines.
• Ability to work independently with minimal supervision.

Minimum Qualifications:

• High School Diploma/GED.
• Three years administrative support experience required.
• Valid drivers license is required when driving vehicles for work-related purposes.
• Must be able to successfully pass a background screening / investigation according to the established requirements below.

Tribal preference in accordance with Cowlitz Indian Tribe Code and CIT Employee Policies and Procedures Handbook shall apply to all positions. All positions are required to adhere to CITs established safety policies regarding vaccine requirements and personal protective equipment (PPE).

Background Investigation Requirements:

• Pre-employment drug screen.
• Reference checks education and employment verification.
• Federal state and/or tribal criminal history and sanction checks.

Physical Demands:

While performing the duties of this job the employee frequently is required to stand talk and hear. The employee occasionally is required to walk and use hands wrists and fingers associated with computer equipment. Normal visual acuity is required by this job. The position requires occasional lifting and/or moving of up to 20 lbs.

Work Environment:

Work is generally performed in a typical interior office setting and occasionally in an outdoor environment. Noise level is usually moderate.