Administrative Services Specialist

Housing Authority of the County of San BernardinoThe Housing Authority of the County of San Bernardino (HACSB) was established in 1941 and has evolved into one of the most progressive housing authorities in the country. We are the largest provider of affordable housing in San Bernardino County and proudly assist approximately 26,000 people. The Housing Authority is a separate legal entity from the County of San Bernardino with approximately 145 employees. The HACSB prides itself on providing more than just housing to residents and thanks to strong partnerships, we continue to help the families we serve access resources and services to enrich their quality of life. 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.Position starting pay: $21.72/hr. The initial review of applications will begin starting the week of August 10th, 2026. Applications received before the initial review date will be considered, with qualifying applicants being eligible to participate in the phone screen process. This position may start their training in Upland but will be stationed at our Housing Programs Office in San Bernardino.Position SummaryUnder 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: 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.Receiving and logging incoming portability paperworkSetting up and organizing electronic files in YardiReviewing documents for completeness and requesting missing itemsScheduling and coordinating briefings for incoming participantsCommunicating with families and other housing authoritiesTracking case status using internal logs and the Port WorkbookPreparing files for handoff to Portability Specialists upon RFTA submissionMaintaining accurate records, notes, and documentationKey Duties/Responsibilities1. 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.Minimum QualificationsHigh 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.Supplemental InformationPHYSICAL DEMANDS: Hearing and speaking to exchange information. Sitting for extended periods of time. Seeing to read a variety of materials and equipment Dexterity of hands and fingers to operate a computer keyboard. Lifting light objects. Bending at the waist, kneeling or crouching to file materials. ENVIRONMENT: Office environment. Constant interruptions. 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.BenefitsThe Housing Authority of the County of San Bernardino (HACSB) offers a generous benefits package for regular full-time employees and their eligible dependents. Health Benefits begin the first of the month following date of hire.Medical insurance is provided through CalPERS with several HMO and PPO choices. The HACSB pays 85% of the premium for employee and dependent coverage.Dental insurance is provided through First Dental Health administered by The Principal Group. The HACSB pays 100% of the premium for employee only coverage. The employee is responsible for paying the dependent portion.Vision insurance is available through Superior Vision Plan. The HACSB pays 100% of the premium for employee only coverage. The employee is responsible for paying the dependent portion.Life Insurance, AD&D, & LTD The HACSB pays 100% of the cost for employees on three different levels – Basic Group Life ($50,000), AD&D and Long-Term Disability Insurance.Retirement The HACSB is a member of the California Public Employees Retirement System (CalPERS). A contribution of up to 8% will be deducted from an employee's bi-weekly paycheck and put into their CalPERS account. The HACSB in turn will also contribute a % into the employees CalPERS account. Employees are considered "vested" after 5 years of service with a CalPERS employer and therefore become eligible for defined monthly benefit payments at retirement. Classic Members • Hired to a public agency prior to 1/1/13 • 2.5% at age 55 • Contribute 8% each pay period. PEPRA Members • 2% at age 62 (PEPRA) • Contribute 7.75% each pay periodMedical Retirement The HACSB will continue the medical benefit coverage for employees who retire from the Housing Authority after meeting specified criteria. The Retiree will be required to pay medical premiums at the same cost as current employees.Vacation The HACSB provides vacation time based on length of service ranging from 80-160 hours annually.Sick Leave The HACSB provides employees with a bi-weekly accrual of 4.15 hours (12 days/year) per pay period.Holidays The HACSB provides 15 paid holidays in a year.Work Schedule The HACSB works a 9/80 work schedule. The entire agency is closed the second Friday of each pay period. Standard hours are 7:30 a.m. – 5:30 p.m. with some flexibility depending on location working at. Depending on business needs, certain positions may work a different schedule.Telecommuting (eligible positions only) The HACSB provides the opportunity for approved positions to work remotely. Employees in an approved telecommuting position must have completed 6 months or more time in current position to be eligible.Education Reimbursement The HACSB has an education reimbursement policy for all employees who have completed one year of service with the Housing Authority. Reimbursement will consist of 100% for fees paid on Tuition and books at the Cal State San Bernardino or Cal Poly fee levels.Public Service Loan Forgiveness The HACSB is a qualifying employer for Public Service Loan Forgiveness (PSLF). The PSLF Program forgives the remaining balance on your (Federal) Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer.Additional Benefits Offered Lincoln voluntary plans, 457, Flexible Spending Account, Employee Assistance Program, and additional supplemental life and AD&D insurance benefits.