SUMMARY
The Records Clerk is responsible for organizing, maintaining, and safeguarding records and documentation related to state, federal, and philanthropic grant and loan programs. This position requires a high level of accuracy, attention to detail, and the ability to work independently while coordinating across multiple departments. The Records Clerk will ensure programmatic compliance through accurate filing, tracking, digitization, and data compilation, and will assist in meeting reporting requirements.
ESSENTIAL FUNCTIONS, KNOWLEDGE AND SKILLS WITH INTAKE PROCESSING:
- Maintain accurate and up-to-date records and filing systems (both digital and physical).
- Track data and documentation to ensure compliance with programmatic requirements for state, federal, and philanthropic funding sources.
- Support departments in compiling data and documents for program audits, reporting, and internal reviews.
- Scan, digitize, and organize documents to maintain centralized electronic files.
- Work collaboratively across departments to collect, verify, and organize information.
- Support the development and maintenance of records retention schedules and compliance checklists.
- Maintain strict confidentiality of client and organizational information.
- Communicate with third-party vendors, consultants, and contractors to request and organize required documentation.
- Follow written and verbal instructions accurately and consistently.
- Provide support for grant and loan compliance tracking, including deadline reminders and record preparation.
- Perform other administrative duties as assigned to support program success
EDUCATION & EXPERIENCE:
- High school diploma or equivalent required; Associate degree or relevant certifications
preferred.
- Minimum of 2 years of administrative or clerical experience, preferably in a nonprofit, governmental, or housing-related organization.
Northern Circle Indian Housing Authority July 2025
- Understanding of compliance requirements related to federal (e.g., HUD/NAHASDA), state (e.g.,
HOME, Homekey), and philanthropic funding.
- Demonstrated ability to handle sensitive and confidential information with discretion.
- Strong organizational and time management skills with high attention to detail.
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, etc.).
- Ability to work independently with minimal supervision while also collaborating effectively with
a team.
- Strong communication skills (both verbal and written).
- Experience working with digital filing systems or document management platforms is a plus.
ADDITIONAL REQUIREMENTS:
- Must possess a valid driver’s license, reliable transportation, and insurance (if applicable for field work).
- Must be willing to learn and adapt to changes in program regulations and reporting procedures.
- Occasional travel or off-site file pickups may be required.
- Familiarity with Native American housing programs or experience in Tribal communities is highly valued.
MINIMUM QUALIFICATIONS:
A combination of education and experience may be considered to meet the minimum qualifications. In lieu of a degree, equivalent relevant work experience in housing services, case management, or related fields may be accepted.
TRIBAL AND INDIAN PREFERENCE
Under 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 enrolled members of a federally recognized Indian tribe or band. We reserve the right to require applicants claiming to be American Indian or Alaskan Native a copy of their "Certificate of Tribal Membership."
Job Type: Full-time
Pay: $22.81 - $28.94 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Ability to Commute:
- Ukiah, CA 95482 (Preferred)
Ability to Relocate:
- Ukiah, CA 95482: Relocate before starting work (Preferred)
Work Location: In person
