Administrative Services Specialist

Housing Authority of the County of San Bernardino; Upland (CA); On-site; USD 25,000 - 34,000; Full time

Job summary

Housing Authority of the County of San Bernardino (HACSB) is seeking an Administrative Services Specialist to serve as the first point of contact for participants, landlords, and visitors, handling phone inquiries, general program questions, and routine clerical duties.

The position requires strong communication and organizational skills, with duties including processing mail, maintaining records, preparing packets, and supporting the Housing Services team in a fast-paced office environment.

Qualifications

• High School diploma or equivalent with typing and office practices.
• Associates degree preferred.
• Bilingual preferred.

Responsibilities

• Provides receptionist duties and front-desk support.
• Processes mail and invoices and prepares participant packets.
• Maintains records and coordinates office supplies.
• Assists Housing Services team with administrative tasks.
• Answers phones and assists customers with program questions.

Skills

Customer service

Communication

Organizational skills

Education

High School diploma or equivalent

Associates degree preferred

Tools

Microsoft Office

Job description

Agency Information

The 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.

Job Information

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.

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 Basis: As an Administrative Services Specialist, you'll be the first point of contact for participants, landlords, and visitors while helping keep daily office operations running smoothly. In this role, you'll answer phones, assist customers with general program questions, process mail and invoices, prepare participant packets, maintain records, coordinate office supplies, and provide administrative support to the Housing Services team. Every day offers the opportunity to make a positive impact through excellent customer service while working in a fast-paced, collaborative environment. The ideal candidate is a team player with strong communication and organizational skills, attention to detail, and a willingness to learn new processes while providing exceptional service to both internal and external customers.

1. 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. 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. 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. 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. 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. 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. 7.Supports office by procuring supplies, reviewing budgets, updating supervisor on status, discrepancies.
8. 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. 9.Coordinates specified vendor services.
10. 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. 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. 12.Performs other related duties as assigned (such as training for and performing duties of higher level classifications as business needs require).

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.

PHYSICAL 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.