NORTHERN CIRCLE

INDIAN HOUSING AUTHORITY

NCIHA
EMPLOYMENT
OPPORTUNITIES

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HOURS: F/T Monday – Friday 8:30 am to 5 pm
FLSA: NON-EXEMPT/Hourly $19.86-$30.81 hourly
DATE POSTED: Sunday January 24, 2021- UPDATED 3/14/2021
CLOSING DATE: OPEN UNTIL FILLED 

DEFINITION OF POSITION
Under the general supervision of Northern Circle Indian Housing Authority’s Fiscal Officer, the Payroll Specialist shall be responsible for performing specialized and technical payroll, and fiscally related clerical functions in maintaining payroll, employee benefit accruals, and statistical records using ADP and excel spreadsheets. The Payroll Specialist will plan, organize and perform audit monitoring and lead technical functions in a wide variety of accounting duties. 

SPECIFIC AREAS OF RESPONSIBILITY

  • At the direction of the Fiscal Officer, performs lead fiscal functions, including payroll, and monitoring of Accounts Payable and Fiscal Assistant functions, while maintaining the audit trail. 
  • Perform general accounting activities, including preparation, maintenance and reconciliation of payroll-related ledger accounts and financial statements. Prepare, record, and analyze transactions and ensures the integrity of accounting records for completeness, accuracy, and compliance with accepted accounting policies and principles. Generate reports according to established timelines. 
  • Monitor electronic time and attendance functions in ADP, and work with supervisors and managers in reviewing and coding employees’ time and attendance, leave requests, and approvals. 
  • Preparation of payroll; summarize time and attendance records, transfer into payroll system, and process for payment. Review payroll summary to payroll reports, general bi-weekly report in preparation for journal entry. Prepare payroll journal voucher for entry into general ledger by Fiscal Officer. 
  • Enter payroll deductions into ADP, including garnishments, and benefits when appropriate as backup to the Human Resource Specialist. Monthly reconciliation of employee garnishment deductions to employee files. 
  • Prepare and maintain employee Worker’s Comp and 401k spreadsheets and tracking, including monthly journal entry, and year-end reconciliation. Submit to Fiscal Officer for review. 
  • Maintain supporting document files; review files to determine accuracy of supporting documents; inform appropriate managers when additional supporting documents are required. 
  • The Payroll Specialist will act as back up to the Accounts Payable Specialist when need arises, and will be responsible for processing vendor payments, assuring appropriate approvals, preparing checks and acquiring signatures, when necessary. 
  • Respond to requests for all payroll related questions or concerns. Communicates with departments, vendors, employees and programs to address errors and ensure efficient/effective payroll processing. Prepare journal entries to reclassify and correct expenditures. 
  • Assist Fiscal Officer with reporting and reconciliation tasks, as necessary, including year-end close, and audit preparation. 
  • Maintain payroll files, garnishment documents, and computer reports, while ensuring that records are copied to HR/personnel files, as appropriate.
  • Prepare monthly bank reconciliations of all Northern Circle Bank Accounts in company accounting software.
  • Assist Board Members and staff with booking travel, and preparing travel claims and documents.
  • Maintain positive working relationships with co-workers, tenants, vendors, and management.
  • Maintain professional and technical knowledge by conducting research; continuing education through seminars, workshops, classes, professional societies, professional publications and networking with similar type professionals
  • Other duties as assigned by the immediate supervisor.

EDUCATION, EXPERIENCE, KNOWLEDGE AND ABILITILITY

  • High School Diploma or equivalent.
  • Any equivalent combination of experience and education that would provide the required knowledge and abilities necessary to perform the essential job duties.
  • Two years of increasingly responsible experience working in an accounting environment as fiscal assistant, payroll assistant, or payroll specialist, or equivalent.
  • Working knowledge of ADP, accounting best practices and internal controls; understanding of principles and practices of effective customer service.
  • Knowledge of basic math, able to use 10-key, and ability to type with accuracy.
  • Ability to maintain filing system and file documents as instructed.
  • Ability to establish and maintain effective working relationship with staff, program participants, public agencies and private firms.
  • Ability to write clearly and speak effectively.
  • Possession of a valid class C California driver’s license, and a driving record acceptable for insurability.

TRIBAL AND INDIAN PREFERENCE
Pursuant to the Indian Self-Determination and Education Assistance Act (25 U.S.C. § 450e (b)), NCIHA applies the policy of “Tribal and Indian Preference” when filling vacancies. Tribal and Indian Preference shall be given to qualified applicants who are enrolled members of a federally recognized Indian tribe or band. We reserve the right to require from applicants claiming to be American Indian or Alaskan Native a copy of their “Certificate of Tribal Membership.”

FLSA: Non-Exempt/Hourly $19.86 – $30.81 hr.
SUPERVISED BY: RESIDENT SERVICES MANAGER
POSITION TERM: Two (2) Years; or until grant funds are expended
DATE POSTED: February 9, 2021 – UPDATED 3/14/21
CLOSING DATE: OPEN UNTIL FILLED 

RESPONSIBILITIES
Application Intake Specialist will be responsible for assisting the Residents Services Department (RSD) Manager and Specialists with duties related to determining and documenting applicant eligibility for NCIHA’s Housing related programs. Included in these duties; intake, verification, data collection, and
communications and correspondences applicable to admissions functions as assigned by the RSD Manager. 

GENERAL RESPONSIBILITIES 

  • Preforms clerical work within the RSD
  • Operate and maintain appropriate office equipment and visual aid
  • equipment
  • Utilize Microsoft Office including but not limited Word, Excel and
  • Outlook programs
  • Attend meetings, workshops, and training sessions related to NCIHA
  • Housing Programs and its funding sources
  • Other duties as assigned

APPLICATION INTAKE AND PROCESSING

  • Conduct applicant intake interviews
  • Review applications for completeness and submit for additional information to applicants, as necessary.
  • Completes application intake including verification of income, Tribal enrollment, resident status (housed, homeless, at-risk of homelessness, etc.) and reports to RSD Manager with applicant eligibility determination
  • Properly intake and process applicants’ files as assigned within prescribed timeframe.
  • Maintain waitlists of incoming housing applications for Emergency Rental Assistance, CARES Act, TBRA, Lease Purchase, Low Rent, Mutual Help and Rehabilitation.
  • Explain, to applicants, program policy and participant eligibility requirement for NCIHA Housing related Programs, as necessary

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

  • Excellent customer services.
  • Attention to accuracy, detail, and correcting errors.
  • Requires strong interpersonal, written and verbal communication skills and ability to forge positive and professional relationships with applicants and participants
  • Ability to utilize organizational skills to efficiently manage applicants’ files and documents
  • Ability to manage multiple work streams and prioritize simultaneously while maintaining quality customer service
  • Ability to work independently
  • Ability to maintain confidentiality
  • Strong oral and written communication skills
  • Strong Microsoft Office Work, Outlook and Excel skills
  • Willingness to attend training seminars/workshops to expand working knowledge of housing programs

MINIMUM REQUIREMENTS

  • High School Diploma or Equivalent
  • College degree is preferred; two (2) years progressively responsible related experience in case management or property management capacity; or a combination of education and experience
  • Ability to communicate and relate to persons from a broad range of socio-economic and diverse backgrounds and abilities

TRIBAL AND INDIAN PREFERENCE
Pursuant to the Indian Self-Determination and Education Assistance Act (25 U.S.C. § 450e (b)), NCIHA applies the policy of “Tribal and Indian Preference” when filling vacancies. Tribal and Indian Preference shall be given to qualified applicants who are enrolled members of a federally recognized Indian tribe or band. We reserve the right to require from applicants claiming to be American Indian or Alaskan Native a copy of their “Certificate of Tribal Membership.”

FLSA: Non-Exempt/Hourly $19.86 – $30.81 hr.
SUPERVISED BY: HOUSING DEVELOPMENT CONSTRUCTION MANAGER
DATE POSTED: Re-opened March 8, 2020 – UPDATED 3/14/21
CLOSING DATE: OPEN UNTIL FILLED


RESPONSIBILITIES

The Construction Program Specialist will be responsible for assisting the Housing Development Construction (HDC) Manager with the daily activities that support
the planning and execution of all New Construction, Housing Rehabilitation and Community Development Construction Projects. Duties include and are not limited to: conducting home assessments, creating scopes of work, generating cost estimates, on-site oversight during construction, communications and correspondences, preparation of status and construction observation reports, project tracking and filing, coordinating with Resident Services and Maintenance Department staff and program participants, and other duties as assigned.

PRIMARY RESPONSIBILITIES

  • Complete Home Assessments to determine needs for Housing Rehabilitation and or Home Replacement
  • Creates Scopes of Work based on the Home Assessments Completed
  • Assures compliance with construction contract provisions, including and not limited to: uniform guidance, procurement standards, certified payroll, and Indian Preference
  • Generating cost estimates for Construction Programs
  • On-Site oversight during construction to ensure appropriate safety precautions, quality assurance, and communications with participating Contractors, Sub-Contractors, Vendors and Consultants
  • Communications and correspondences between NCIHA and Contractors, Sub-Contractors, Vendors, Consultants and Program Participants
  • Prepare status and construction observation reports
  • Maintain files and documents related to Construction Activities
  • Assist member Tribes to compile and adhere to policies relating to New Construction and Housing Rehabilitation including but not limited to eligibility of the program participant, feasibility of the project and suitability of the site
  • Assure compliance with all applicable Procurement and Environmental requirements and compliance
  • Attend meetings, workshops, and training sessions related to activities related to Housing and Community Development and Construction
  • Within the scope of the general activities not specifically described above, preform other duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED

  • Knowledge of applicable building codes, standards and practices
  • Ability to establish and maintain effective working relationship with program participants, staff and public and private agencies and organizations
  • Ability to communicate with program participants, tribal officials, architects, engineers or other identified parties
  • Ability to interpret and create spreadsheets using Excel and/or other spreadsheet Software as needed
  • Ability to interpret budgets, government regulations and professional journals
  • Ability to collect data, establishes facts and draw valid conclusions
  • A working knowledge of Microsoft Office, proficient in Excel, Word, graphic software and facility with the internet
  • Ability to organize work and priorities to meet deadlines
  • Ability to develop and maintain reports and records as required
  • Ability to travel as necessary. Must have valid CA driver’s license and meet NCIHA vehicle insurance requirements
  • Ability to work independently and handle heavy workload in an efficient and expeditious manner
  • General knowledge of economic, social, educational and cultural trends in the Native American community

MINIMUM REQUIREMENTS

  • Minimum five years of experience in the construction field
  • High School diploma or equivalent
  • Contractor’s License and or equivalent experience
  • Ability to read and interpret Construction Documents such as plans, specification, drawings, contract provisions, addenda, change orders, etc.
  • Ability to achieve success as a team member by adhering to certain core values and principles such as honesty, integrity, competence and professionalism
  • Ability to write clearly and speak effectively including clear concise written and oral reports

TRIBAL AND INDIAN PREFERENCE
Pursuant to the Indian Self-Determination and Education Assistance Act (25 U.S.C. § 450e (b)), NCIHA applies the policy of “Tribal and Indian Preference” when filling vacancies. Tribal and Indian Preference shall be given to qualified applicants who are enrolled members of a federally recognized Indian tribe or band. We reserve the right to require from applicants claiming to be American Indian or Alaskan Native a copy of their “Certificate of Tribal Membership.”

WAIVER OF EDUCATIONAL OR EXPERIENCE REQUIREMENTS

  • Board of Commissioners may waive the educational or experience requirements based on an evaluation of the experience or demonstrated competence of the job applicant
  • The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job
  • Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time. The duties and responsibilities in this job description may be subject to change at any time due to reasonable accommodation or other reasons. 

Hourly/Full-Time Position $19.29 – $29.92 hr.
POSTING DATE: March 12, 2021 – UPDATED 3/14/21
CLOSING DATE: Open Until Filled

GENERAL STATEMENT OF RESPONSIBILITIES
Shall be responsible for managing extra help maintenance crews and modernization projects while carrying out the duties and tasks necessary to maintain NCIHA property in a safe and standard condition including preventative maintenance, implementing systems and procedures to assure efficient and economical services. Have skills
necessary to perform work including knowledge of use of materials, tools, equipment and facilities.

SPECIFIC AREAS OF RESPONSIBILITY

  • Plan and implement modernization projects and other assigned duties per housing standards as directed by Modernization/Maintenance Manager
  • Estimate required materials and parts to be used in modernization projects and performance of duties
  • Coordinate with staff, outside agencies and vendors to assure materials, parts and services are available to maintained project schedules avoid down time
  • Schedule, assign duties, oversee and provide working support to small work crews at various work sites
  • Perform day-to-day responsibilities and other assigned duties with little or no supervision
  • Account for all tools, equipment, materials, fixtures used in performance of job
  • Update and review modernization project progress, personnel concerns and other issues with modernization/maintenance manager on a regular basis. (The Modernization/Maintenance Manager or Executive Director will conduct Any and all personnel disciplinary actions, unless otherwise directed.)

EDUCATION, EXPERIENCE, KNOWLEDGE AND ABILITY
Job Description-On Site Foreman Full-Time Position w/Attachments A&B (11.02.2020)

  • A minimum of ten (10) years’ experience in general maintenance and construction work
  • Knowledge of the use of appropriate tools, materials, equipment and facilities
  • Ability to establish and maintain effective working relationship with NCIHA staff and project participants while working as a team
  • Ability to perform required record keeping and inventory control tasks
  • Ability to schedule and perform work in an efficient and expeditious manner while maintaining a safe, clean and organized job site
  • Willingness to learn other common task related to this occupation
  • Arrive promptly at worksite at designated start time, prepared, alert and ready to perform assigned work duties
  • Project Foreman that work out of NCIHA Satellite offices must reside in the general location of the designated worksite
  • The Project Foreman must possess the ability to use good judgment and make appropriate decisions 
  • The position requires the Project Foreman to interact with residents, tenants,
  • NCIHA staff, Tribal Governments and all other project participants in a professional, respectful and courteous manner
  • Have a general working knowledge of the tasks outlined in Attachment A.

TRIBAL AND INDIAN PREFERENCE
Pursuant to the Indian Self-Determination and Education Assistance Act (25 U.S.C. §m 450e (b)), NCIHA applies the policy of “Tribal and Indian Preference” when filling
vacancies. Tribal and Indian Preference shall be given to qualified applicants who are enrolled members of a federally recognized Indian tribe or band. We reserve the right to require from applicants claiming to be American Indian or Alaskan Native a copy of their “Certificate of Tribal Membership.”


WAIVER OF EDUCATIONAL OR EXPERIENCE REQUIREMENTS

  • The Board of Commissioners may waive the educational and/or experience requirements based on an evaluation of the experience or demonstrated competence of job applicant
  • The information contained herein is not intended to be an all-inclusive list of the duties and responsibilities of the job, nor are they intended to be an all-inclusive list of the skills and abilities required to do the job
  • Management may, at its discretion, assign or reassign duties and responsibilities to this job at any time. The duties and responsibilities in this job description may be subject to change at any time due to reasonable accommodation or other reasons

Job Description-On Site Foreman Full-Time Position w/Attachments A&B (11.02.2020)

ATTACHMENT A
Knowledge and Ability required of Maintenance Personnel

ELECTRICAL

  • Ability to change outlets, switches, fixtures. Use VOM meter
  • Ability to troubleshoot circuits, change breakers, put in new circuit
  • Ability to wire from weather head in. Knowledge of wire gauge and circuits amperage. Must be able to read and interpret plans and specifications

PLUMBING

  • Ability to change bib washers, seats, “J” bends, unplug drains with snakes
  • Ability to change toilet and water closets, repair and restore all toilet fixtures, hot water heaters, and troubleshoot plumbing systems
  • Cut and thread pipe, put in new installations, solder brass and copper pipe, order and stock plumbing supplies. Must be able to read and interpret plans and specifications

CARPENTRY

  • Ability to repair and restore door and window moldings, shelves, curtain rods and shades
  • Repair and restore door jambs, roofs, and porches, railings and stairs. Install sheetrock, tape and texture, paneling and floor tiles, install locks and dead bolts
  • Must be able to read and interpret plans and specifications
  • Construct special projects, be able to do framing and finish carpentry
  • Knowledge of various woods (strengths and tolerances), order and stock carpentry supplies

PAINTING

  • Ability to use brush and roller with enamel and latex flat
  • Paint exterior and interior. Ability to use spray equipment (suction pressure pot and airless). Know which type of paint (enamel or flat) to use properly
  • Ability to troubleshoot spray equipment and repair

GLASS GLAZING

  • Ability to change plate glass windows, aluminum frame and wooden frame
  • Ability to cut glass to correct size
  • Ability to construct new wood frames, order and stock glass supplies

APPLIANCE MAINTENANCE

  • Ability to light pilot lights, clean burners and gas vents, clean space heaters
  • Install oven safety switches, thermostats, and burner controls
  • Repair electrical wiring on controls. Change thermocouple, pilot generators
  • Overhaul gas ranges, space heaters. Rewire electric ranges completely

WORK METHODS & SAFETY

  • Knowledge of safe and proper tools use and equipment operations
  • Ability to work well with NCIHA co-worker and management, tenants and outside contractors
  • Ability to take directives and work independently while maintaining acceptable production levels
  • Posses good judgment

ATTACHMENT B
Maintenance Persons that work out of NCIHA Satellite offices must reside in the general location of the designated worksite. The position requires the ability to perform day-to-day responsibilities and duties with little or no supervision. The Maintenance Person must possess the ability to use good judgment and make appropriate decisions. The position requires the Maintenance Person to interact with residents and tenants in a professional, respectful and courteous manner. NCIHA currently maintains satellite offices for the Berry Creek, Mooretown and Manchester-Point Arena residential communities.

Non-Exempt/Hourly – $17.29 – $26.83 hr.
POSTING DATE: January 15, 2021 – UPDATED 3/14/21
CLOSING DATE: Open Until Filled

GENERAL STATEMENT OF RESPONSIBILITIES
Shall be responsible to carry out the duties and tasks necessary to maintain NCIHA’s property in a safe standard condition including: preventative maintenance,
implementing systems and procedures to assure efficient, economical services. Have skills necessary to perform work including knowledge of use of materials, tools,
equipment and facilities.

SPECIFIC AREAS OF RESPONSIBILITY

  • Perform the assigned duties and tasks per housing standards as directed by Maintenance/Modernization Manager and/or Maintenance Foreman
  • Estimate required materials and parts to be used in performance of duties. 
  • Account for all tools, equipment, materials, fixtures used in performance of job. 
  • Have a general working knowledge of the tasks outlined in Attachment A. 
  • Perform day-to-day responsibilities and duties with little or no supervision. 
  • Other duties required by Maintenance/Modernization Manager and/or Maintenance Foreman. 
  • Learn and routinely use safe work methods in daily assignments, and maintain a clean and safe work area. 

EDUCATION, EXPERIENCE, KNOWLEDGE AND ABILITY 

  • A minimum of two years experience in general maintenance work.
  • Knowledge of the use of appropriate tools, materials, equipment and facilities
  • Ability to establish and maintain effective working relationship with NCIHA staff and project participants while working as a team 
  • Ability to read, interpret and complete paper work related to the position, perform required record keeping and inventory control tasks, and use basic math (addition, subtraction, multiplication, division of whole number, fractions and decimals) in relation to the position. As well as communicate both verbally and/or in writing all matters relating to the position
  • Ability to maintain scheduled appointments and perform work in an efficient and expeditious manner while maintaining a safe, clean and organized job site
  • Willingness to update or broaden knowledge of industry related best practices by attending provided trainings, classes or other forms of learning
  • Arrive promptly at worksite at designated start time, prepared, alert and ready to perform assigned work duties
  • Maintenance Persons that work out of NCIHA Satellite offices must reside in the general location of the designated worksite
  • The Maintenance Person must possess the ability to use good judgment and make appropriate decisions
  • Maintenance personnel are required to interact with tenants, occupants, and all other entities in a professional, respectful and courteous manner

TRIBAL AND INDIAN PREFERENCE
Pursuant to the Indian Self-Determination and Education Assistance Act (25 U.S.C. §m 450e (b)), NCIHA applies the policy of “Tribal and Indian Preference” when filling
vacancies. Tribal and Indian Preference shall be given to qualified applicants who are enrolled members of a federally recognized Indian tribe or band. We reserve the right to require from applicants claiming to be American Indian or Alaskan Native a copy of their “Certificate of Tribal Membership.”

Job Description-On Site Foreman Full-Time Position w/Attachments A&B (11.02.2020)

ATTACHMENT A
Knowledge and Ability required of Maintenance Personnel

ELECTRICAL

  • Ability to change outlets, switches, fixtures. Use VOM meter
  • Ability to troubleshoot circuits, change breakers, put in new circuit
  • Ability to wire from weather head in. Knowledge of wire gauge and circuits amperage. Must be able to read and interpret plans and specifications

PLUMBING

  • Ability to change bib washers, seats, “J” bends, unplug drains with snakes
  • Ability to change toilet and water closets, repair and restore all toilet fixtures, hot water heaters, and troubleshoot plumbing systems
  • Cut and thread pipe, put in new installations, solder brass and copper pipe, order and stock plumbing supplies. Must be able to read and interpret plans and specifications

CARPENTRY

  • Ability to repair and restore door and window moldings, shelves, curtain rods and shades
  • Repair and restore door jambs, roofs, and porches, railings and stairs. Install sheetrock, tape and texture, paneling and floor tiles, install locks and dead bolts
  • Must be able to read and interpret plans and specifications
  • Construct special projects, be able to do framing and finish carpentry
  • Knowledge of various woods (strengths and tolerances), order and stock carpentry supplies

PAINTING

  • Ability to use brush and roller with enamel and latex flat
  • Paint exterior and interior. Ability to use spray equipment (suction pressure pot and airless). Know which type of paint (enamel or flat) to use properly
  • Ability to troubleshoot spray equipment and repair

GLASS GLAZING

  • Ability to change plate glass windows, aluminum frame and wooden frame
  • Ability to cut glass to correct size
  • Ability to construct new wood frames, order and stock glass supplies

APPLIANCE MAINTENANCE

  • Ability to light pilot lights, clean burners and gas vents, clean space heaters
  • Install oven safety switches, thermostats, and burner controls
  • Repair electrical wiring on controls. Change thermocouple, pilot generators
  • Overhaul gas ranges, space heaters. Rewire electric ranges completely

WORK METHODS & SAFETY

  • Knowledge of safe and proper tools use and equipment operations
  • Ability to work well with NCIHA co-worker and management, tenants and outside contractors
  • Ability to take directives and work independently while maintaining acceptable production levels
  • Posses good judgment

ATTACHMENT B
Maintenance Persons that work out of NCIHA Satellite offices must reside in the general location of the designated worksite. The position requires the ability to perform day-to-day responsibilities and duties with little or no supervision. The Maintenance Person must possess the ability to use good judgment and make appropriate decisions. The position requires the Maintenance Person to interact with residents and tenants in a professional, respectful and courteous manner. NCIHA currently maintains satellite offices for the Berry Creek, Mooretown and Manchester-Point Arena residential communities.