Administrative Services Specialist

Housing Authority of the County of San Bernardino•Upland, CA

5d•Hybrid

About The Position

Under general supervision, this role plans, organizes, and coordinates office activities and communications to support a department or location, carrying out routine administrative duties as assigned. The position provides responsive and efficient customer service. Day-to-day, the back-office admin will provide support to the Portability team by managing intake and administrative functions for incoming voucher transfers. This role is ideal for someone who is detail-oriented, organized, and comfortable managing multiple tasks while supporting a fast-paced housing program.

Requirements

High School diploma or equivalent with training in typing, computer software programs, filing and office practices.
Equivalent of 2 years general clerical experience with direct public contact

Nice To Haves

Associates preferred.
Bilingual preferred.

Responsibilities

Receiving and logging incoming portability paperwork
Setting up and organizing electronic files in Yardi
Reviewing documents for completeness and requesting missing items
Scheduling and coordinating briefings for incoming participants
Communicating with families and other housing authorities
Tracking case status using internal logs and the Port Workbook
Preparing files for handoff to Portability Specialists upon RFTA submission
Maintaining accurate records, notes, and documentation
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.
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.
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.
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.
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.
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.
Supports office by procuring supplies, reviewing budgets, updating supervisor on status, discrepancies.
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.
Coordinates specified vendor services.
Prepares regular monthly invoices and utility requisitions for approvals and processes. Submits purchase requisitions, obtains purchase orders, assist with monitoring workflow through P2P system.
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.
Performs other related duties as assigned (such as training for and performing duties of higher level classifications as business needs require).