Hybrid Administrative Services Specialist (Upland) at Housing Authority of the County of San Bernardino, CA
Housing Authority of the County of San Bernardino, CA · Upland, United States Of America · Hybrid
- Junior
- Office in Upland
About the Department
The HACSB’s employees are passionate about their work and every position revolves around our agency’s mission and core values. We invite you to be a part of our dedicated team who strive to provide meaningful and impactful housing services and resources to the community we serve.
Job Information
Position Summary
Day-to-day Glimpse: This position supports the daily operations of a fast-paced office by performing a wide range of administrative and clerical tasks. The ideal candidate will be organized, customer-focused, and enjoy multitasking. Responsibilities include opening and closing the office, managing incoming and outgoing mail, answering a high volume of phone calls, and assisting walk-in clients. The role also includes preparing and processing invoices and purchase orders, maintaining office supply inventory, submitting maintenance requests, coordinating vendor services, and providing general support to the Housing Services department. Additional duties involve data entry, document preparation, scanning, filing, and delivering customer service in person, by email, and over the phone.
Position Duties
1.Provides department/location support by typing and proofreading a variety of documents including general correspondence, purchase requests, applicant/participant/resident notifications, reports, lease documents, pre-applications, applications and other forms.
2.Provides department support by preparing information and data for housing operations reports, maintains files, schedules, logs, and records; checks and tabulates basic statistical data; prepares routine statements and reports; may receive and verify rent payments and assists with posting rents as needed.
3.Performs receptionist duties by answering the telephone, reviewing client file, addressing enquiries, referring calls to Housing Authority staff, greets customers and provides general information regarding Housing Authority policies and procedures as required.
4.Prepares application, recertification, and move packets and verifies information, including conducting document review meetings with applicant, participant/resident. Sorts and files/scans documents and records, maintaining alphabetical, index and cross reference files, and analyzes and responds to applicant inquiries and documents file. Makes recommendations to staff.
5.Reviews applicant eligibility packets, including initial income eligibility. Submits, criminal background, tenancy approval and inspection requests as necessary. With training and general guidance; conducts applicant/ participant/resident briefings.
6.Provides clerical support by witnessing signatures and verifying identification, copying and maintaining a supply of various forms for applicants, participants/residents and the general public, sorting/distributing, and responding to incoming and outgoing correspondence.
7.Supports office by procuring supplies, reviewing budgets, updating supervisor on status, discrepancies.
8.Receives community/building maintenance requests and dispatches appropriate maintenance personnel. May enter, update and close maintenance requests in computer system. Processes maintenance charges for residents.
9.Coordinates specified vendor services.
10.Prepares regular monthly invoices and utility requisitions for approvals and processes. Submits purchase requisitions, obtains purchase orders, assist with monitoring workflow through P2P system.
11.Provides courteous, respectful, honest, timely and professional information to all Housing Authority staff, program participants, visitors and landlords for all activities and services in accordance with Housing Authority Customer Service policies.
12.Performs other related duties as assigned (such as training for and performing duties of higher level classifications as business needs require).
Minimum Qualifications
Other Qualifications
The HACSB is committed to creating an inclusive environment that welcomes and values differences among our customers, vendors, and the communities in which we live and conduct business. Our continued success and growth is enhanced through initiatives that promote diversity throughout the company and our communities. HACSB is an equal opportunity employer.
