Administrative Services Specialist

at  Housing Authority of the County of San Bernardino

POSITION SUMMARY

Under general supervision plan, organize and coordinate office activities and communications to support department/location to carry out routine administrative duties as assigned. Provide responsive and efficient customer service.
Day-to-Day Glimpse: Open and close office. Pick up mail and distribute, drop outgoing mail off at post office. Answer high volume of incoming calls and assists with walk-ins. Review and approve applications and updates, review files for completion and request additional documentation needed. Conduct inventory and order supplies needed for office. Review and process invoices for payment, create and request changes to budgeted PO’s. Data entry, scan, fax and file. Conduct walk throughs of office and request maintenance orders for building repairs. Schedule services from vendors as needed. Supporting all departments in the office.

MINIMUM QUALIFICATIONS

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

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).