Program Clerk

Department: Housing

FLSA Status: Non-exempt

Reports To: Housing Manager

Hours of Work: 40+

Working Title: Program Clerk

Classification: Full-time

Pay Grade: G-01 ($20 - $30 hourly)

FTE: 1.0

Location: 1453 W. Temple St; On-Site

Approved/Revised Date:

Job Summary

The incumbent is part of a multi-disciplinary team that performs administrative duties to help serve the mission and goals of United American Indian Housing Services and UAII Community. Provides assistance with the administrative coordination of various projects within UAII. The position is based out of our Los Angeles office and will require schedule flexibility. The Administrative Assistant may also represent the agency at community events, meetings, and program reviews.

Job Duties & Responsibilities

• Perform administrative tasks such as data entry, maintaining filing systems, and scheduling.
• Welcome and guide visitors to the appropriate personnel or departments.
• Assist in drafting memos and documents under the direction of the immediate supervisor.
• Support fiscal and purchasing paperwork as directed by the Housing.
• Provide and assist staff with general administrative support, including typing, photocopying, scanning, and filing.
• Professionally and courteously manage incoming and outgoing phone calls.
• Organize and handle incoming/outgoing correspondence, including mail, email, voicemails, and packages.
• Identify and recruit landlords.
• Screen applicant for completeness and determine eligibility.
• Conduct intake and case management for non-TLS applicants.
• Submit authorized claims for billing.
• Assist with program data collection and data entry.
• Input client data and other required data in systems.
• Generate necessary reports from data.
• Assist with monthly and project reporting requirements.
• Prepare and arrange documents, reports, presentations, and other materials as necessary.
• Assist with creating and maintaining client's files.
• Represent the agency and communicate accordingly at identified community, government, and/or business meetings.
• Build and maintain strong relationships with local organizations, agencies and businesses.
• File and maintain program documents, records, and office folders.
• Monitor and manage inventory of program office supplies and equipment maintenance.
• Submit required reports and records.
• Assist with routine chart reviews.
• Assist in preparing expense reports, invoices, and other financial documents.
• Maintain strict confidentiality of client and personnel information with discretion and professionalism.
• Review and follow up with billing documentation to ensure completeness, including accuracy of claims.
• Maintain orderly office filing systems and ensure proper labeling and storage of documents.
• Attending all weekly staff meetings and departmental and agency events as required by the Housing Manager.
• Prepare, disseminate, and keep accurate records of meeting minutes for meetings as assigned by the Housing Manager.
• Assist in onboarding new employees, including paperwork and departmental procedures.
• Keep the Housing Director informed of activities, pending issues, and potential problems.
• Adhere to agency policies and advance UAII's goals.
• Perform other related duties as assigned.

Minimum Qualifications (Education & Experience)

• Minimum two (2) years of experience working in administrative and/or customer service
• At least one (1) year of prior work experience in behavioral health care, hospital, or socials service setting
• A combination of experience, education, and training may substitute for degree requirements on a year for year basis.

Preferred Qualifications (Education & Experience)

• Associate Degree from an accredited college or university
• 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

• Willingness to learn new skills and participate in training sessions relevant to the position.
• 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.

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.

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