Administrative Services Specialist - Cen...
Housing Authority of the County of San Bernardino - San Bernardino, CA

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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.

Key Duties/Responsibilities:
1. Provides department support by typing and proofreading a variety of documents including general correspondence, purchase requests, participant/resident notifications, reports, and other forms. 2. Provides department support by preparing information and data for reports, maintains files, schedules, logs, and records; posts a variety of checks, verifies and tabulates basic statistical data; prepares routine statements and reports. 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. Provides administrative support by sorting and filing/scanning documents and records, maintaining alphabetical, index and cross reference files, and analyzing and responding to applicant inquiries. Makes recommendations to staff. 5. Provides department administrative support by performing conference registrations and completing travel arrangements. 6. Provides department administrative support with meeting coordination including room reservations, meeting invitations, catering, notes, technology needs, and other services. 7. Maintains inventory of laptops and projectors. Coordinates the check-in/check-out of laptops, projectors, and agency vehicles. 8. Provides support with agency-wide coordination and ordering of Dell toner cartridges. Maintains inventory and orders all toner cartridges at the Central office. 9. Provides clerical support by 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. 10. Prepares blanket purchase orders as required for Central office, codes invoices for approval, investigates invoice discrepancies, processes invoices/receipts for payment, procures supplies, reviews budgets and updates supervisor on status, discrepancies. 11. Coordinates vendor services and contacts to correct deficiencies. 12. Receives maintenance requests and coordinates maintenance service with Maintenance personnel and vendors based on request urgency, staff availability, and office events. 13. Continuously analyzes operations/processes/systems for efficiency improvements. Designs alternatives, solutions, and implementation plans. Implements improvements with approval of Supervisor. 14. 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. 15. Performs other related duties as assigned (such as large printing/mailing projects, data research, etc.).

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.

Supplemental Information:
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. EQUAL OPPORTUNITY EMPLOYER

DUE TO THE LARGE NUMBER OF APPLICATIONS RECEIVED FOR ADMINSTRATIVE POSITIONS, THE HOUSING AUTHORITY RESERVES THE RIGHT TO CLOSE THE POSITION AFER RECEIVING ANYTHING OVER 150 APPLICATIONS.