CONTRACT SPECIALIST

Position Description

Department: Rehab

Reports to (title): Rehabilitation Manager

Hours/week:

40

Job Location:

Lumbee Tribe of North Carolina

Type of Position:

Full-Time

Classification:

Non-Exempt

Effective Date:

03/2026

PERFORMANCE EXPECTATIONS

In performance of their respective tasks and duties all employees of Lumbee Tribe of North Carolina are expected to conform to the following:

Uphold all principles of confidentiality to the fullest extent.

Adhere to all professional and ethical behavior standards of the tribal government.

Interact in an honest, trustworthy, and respectful manner with employees, Tribal members, visitors, and vendors.

Participate in departmental staff meetings, quality management activities and educational programs.

Comply with Lumbee Tribe’s policies and procedures.

Maintain a current insurable driver’s license.

POSITION PURPOSE The Contract Specialist is responsible for receiving all invoices and payout documents from contractors, preparing draw requests for completed jobs and routing required paperwork to the Inspectors for preparation of scheduling inspections.

ESSENTIAL DUTIES, FUNCTIONS, & RESPONSIBILITIES

Perform typing, data entry, filing, records maintenance, report preparation and other assigned clerical and support duties and responsibilities to make sure that all contractors and sub-contractors invoices and payables are in compliance with the requirements established by the Lumbee Tribe Rehabilitation program and HUD.

Tribal membership consists of 55,000 + members with a service area of Robeson, Hoke, Scotland and Cumberland counties and approximately 2,330 sq. miles.

Rehabilitation department has approximately 1,000 plus member on the waiting list while servicing 160 – 250 members within a budget year.

Will receive approximately 14 homeowner/contractors phone calls per day.

Will ensure that all telecommunications and office visits with contractors and homeowners are handled in a professional manner.

Will assist the Rehabilitation Manager and Housing staff in organizing, maintenance, and security of housing records and reports.

Monitors contractor invoices/payables documentation, prepares draw request for payout to contractors and routes to the Finance Department.

Assists the Contractor Compliance Specialist in Homeowner/Contractor preconference meeting to sign contracts for contractor to begin work.

Responds to inquiries concerning invoices and payables to the contractors and subcontractors.

Closeout applications after repairs are completed.

Review closed out applications for auditing purposes.

File all applications in appropriate filing cabinets.

Participate in orientation, training and other personal and professional development related to assigned responsibilities.

Perform other duties and responsibilities as assigned.

MINIMUM MANDATORY QUALIFICATIONS

Experience:

Three to five years of experience.

Experience with tribal, social or community-based services and the knowledge of the environmental review process is desirable.

Two years successful experience in office and clerical duties and responsibilities are preferred.

Education:

Graduate from an accredited school with a two –year degree preferred.

Mandatory Knowledge, Skills, Abilities, and Other Qualifications:

Good communication skills, writing skills, and the ability to relate to diverse populations will be required.

Working knowledge and expertise in data processing and computer technologies.

WORK ENVIRONMENT

Work environment:

The work environment characteristics described here are representative to those an 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. Limited overnight travel may be required from time to time.

Physical demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. While performing the duties of this job, the employee may be required to frequently stand, walk, sit, bend, twist, talk, hear and perform repetitive motions. There may be prolonged periods of sitting, keyboarding, reading, as well as driving or riding in transport vehicles. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include reading, distance, computer, and color vision. Talking and hearing are essential to communicate with clients, vendors, and staff.

Mental demands:

There are a number of deadlines associated with this position. The employee must be able to handle frequent interruptions and must also multi-task and interact with a wider variety of people on various and, at times, complicated issues.

INDIAN PREFERENCE

The Lumbee Tribe of North Carolina has implemented an Indian Preference in Employment Policy. Pursuant to this Policy, applicants who possess the knowledge, skills, and abilities required by this position, and who are members of the Lumbee Tribe will be given primary preference for hiring and employment after providing proof of tribal membership. Indian preference is integrated into the interview and scoring process for candidates for job positions.

OTHER

Confidentiality:

All employees must uphold all principles of confidentiality to the fullest extent. This position has access to sensitive information and a breach of these principles will be grounds for immediate termination.

Background Investigation: This position is subject to a criminal history background check, and a Motor Vehicle check. Candidates must successfully pass all required background checks in order to qualify for this position.

Drug Screening:

All applicants must successfully pass a pre-employment drug screening prior to beginning employment and will be subject to random drug testing.

Disclaimer: The information on this position description has been designed to indicate the general nature and level of work performance by employees in this position. It is not designed to contain, or be interpreted as, a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this position. Employees will be asked to perform other duties as needed.