Office Specialist - Housing Authority of the County of San Mateo (Open) (NONCTY-HAHPSP)

Full Job Description

The Housing Authority of the County of San Mateo is pleased to announce its recruitment for the position of Office Specialist.

Reporting directly to one of the team Housing Programs Supervisors or a Manager, the Office Specialist performs a variety of routine to moderately difficult administrative and clerical support duties for assigned housing program(s) requiring knowledge of assigned programs’ procedures and operations; provides administrative support to management, supervisory, and program staff; composes and prepares correspondence and performs mathematical calculations and data entry; provides assistance for a wide variety of housing program assignments related to waitlist management, eligibility, case management, leasing, and other related program functions; provides information and assistance to staff, program participants, and the general public; and performs related duties, as assigned.

DEPARTMENT

The Department of Housing (DOH) is in Belmont, California, and the Housing Authority of the County of San Mateo (HACSM) is a division within DOH. HACSM is 100% federally funded through the U.S.

Department of Housing and Urban Development (HUD) and, with an annual budget of over $150 million, administers various Tenant-Based Voucher, Project-Based Voucher, and Permanent Supportive Housing (PSH) programs.

HACSM provides rental assistance to over 5,500 households, including people who are homeless, disabled, foster youth, and veterans.

HACSM is one of the original 39 Moving To Work (MTW) agencies, creating activities such as landlord incentives and an affordable housing fund to assist with the costs of affordable housing development.

HACSM is a component unit of the County of San Mateo, but a separate entity that utilizes different case management and financial reporting systems from the County. HACSM has separate payroll and benefits from the County of San Mateo. HACSM employees are not County employees.

The ideal candidate will have the skills and experience to successfully:

• Perform a variety of routine to moderately difficult administrative and clerical support duties for assigned housing programs.

• Provide administrative support to supervisory and program staff.

• Compose and prepare correspondence and distribute correspondence via email, regular mail, or DocuSign.

• Complete a high volume of data entry.

• Provide support for a wide variety of housing program assignments related to wait list management, initial or ongoing eligibility, case management, leasing, and/or other related program functions.

• Provide information and assistance to colleagues, program participants, and the public.

• Communicate effectively orally and in writing.

SALARY & BENEFITS

The annual salary range is $76,564 - $95,586.

HACSM offers an excellent benefits package that is available to spouses, domestic partners, and other dependents.

Retirement

All permanent HACSM employees are covered under two defined contribution plans:

• A mandatory participation 403(b) plan that receives contributions from both the employer and employees. For Management employees in the 403(b) plan, the employer contributes 14 percent of salary per pay period. This amount represents the total payment due to the plan on behalf of the employees.

• A 457 Deferred Compensation plan in which employees participate on a voluntary basis. Employee contributions are governed by the 457 Plan description.

Paid Leave

• Employees accrue four vacation hours per biweekly pay period during the first five years of continuous service. The accrual rate increases every five years of continued service.

• Employees accrue 3.7 sick leave hours per biweekly pay period.

• 13 paid holidays/year.

Management employees accrue five (5) hours of administrative leave each pay period. No more than 260 hours of such administrative leave may be accumulated at any one time.

On an annual basis, management employees can convert 50 percent of their current administrative leave balance for a cash payment.




Health and Wellness

• Employee contributions for health, dental, and vision insurance is 12 percent of the Kaiser premium. *Kaiser is the only option for new employees.

• $75,000 Life Insurance for employees.

• Long Term Disability Insurance




SAN MATEO COUNTY

San Mateo County provides a picturesque setting, combined with an incredible array of activities which truly represent the California lifestyle at its finest.

Bordered on the west by the majestic Pacific Ocean, to the north by San Francisco, to the east by the scenic San Francisco Bay, and to the south by the heartland of the world-famous Silicon Valley, San Mateo County offers a wide range of economic opportunities, recreational pursuits, and lifestyle opportunities.

The 752,000 residents of the County enjoy a diverse, multi-cultural citizenry, cosmopolitan ambiance, temperate climate, clean air, rural open space, and a geographic location in the heart of the San Francisco Bay Area.




Requirements

Duties may include, but are not limited to, the following:

• Performs a wide variety of administrative and clerical support tasks essential to the effective and efficient delivery of services for the assigned program(s), requiring knowledge of assigned program operations and regulations.

• Notifies applicants and recipients of programs, processes, procedures, and/or application status; initiates the application and/or recertification process by preparing and sending application/recertification packets, correspondence, and requests for information/verification required to determine eligibility; schedules briefings and appointments for program staff; and updates applicant/participant eligibility within applicable systems.

• Receives and reviews various documents requiring knowledge of assigned program(s), which may include applications, contracts, agreements, correspondence, and periodic reports; reviews for completeness and compliance with program rules and regulations.

• Processes assigned tasks and case actions as directed by Housing Programs Specialists, Housing Inspectors, and/or supervisory staff; performs data entry and updates information in the case management system; within established parameters, verifies eligibility determinations; reviews, generates, and sends correspondence to applicants, participants, and/or landlords related to case action(s).

• Prepares, maintains, verifies, updates, revises, and/or sends out electronic and physical documents, records, reports, files, forms, application packets, and recertification packets; resolves information discrepancies; and enters information into, maintains, monitors, and/or updates documents, databases, online systems, and software.

• Assist with the new contract process, which includes processing Request for Tenancy Approval (RFTA), conducting rent reasonableness, determining affordability, calculating landlord incentives, and generating and reviewing the Housing Assistance Payments (HAP) contract with lease agreement according to established guidelines.

• Schedules and coordinates property inspections, working closely with HACSM and contract staff, applicants and/or participants, and property owners/landlords; tracks scheduled inspections and inspection results; performs data entry and maintains inspection records.

• Logs, tracks, maintains, and updates detailed and accurate records for various housing program waitlists; maintains accurate applicant, participant, and property owner records.

• Explains and interprets regulations, policies, procedures, systems, rules, and responds to inquiries and complaints.

• Inputs and retrieves data into various HACSM and/or state/federal software applications and database systems; maintains program and/or department-specific systems and databases.

• Answers incoming telephone calls and e-mails; replies to voicemail and e-mail messages.

• Assembles and reviews data and information for various records and reports.

• Serves as a liaison to HACSM staff, program applicants and participants, stakeholders, and landlords; coordinates and schedules meetings and facilitates completion of required program forms, documents, and contracts.

• Observes and complies with all HACSM and mandated safety rules, regulations, and protocols.

• Performs related duties as required.

Qualifications

Education and Experience:

Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to qualify is:




Equivalent to completion of the twelfth (12^th) grade and two (2) years of experience providing varied clerical and administrative support involving public contact, recordkeeping, data entry, and document production.




Knowledge of:

• General office business and administrative practices.

• Operations, services, programs, policies, procedures, and processes of the assigned program or division.

• Policies, technical processes, and procedures related to HACSM and assigned programs.

• Principles and practices of sound business communication.

• Record-keeping principles and procedures.

• Applicable federal, state, and local laws, codes, and regulations as well as industry standards and best practices pertinent to the assigned area of responsibility.

• HACSM and mandated safety rules, regulations, and protocols.

• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and HACSM staff.

• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.

• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

• Business arithmetic.




Skill / Ability to:

• Perform a diverse range of office and administrative tasks in support of assigned programs.

• Prepare and type a variety of documents and forms using correct punctuation and grammar.

• Provide varied and responsible office administrative work requiring the use of tact and discretion.

• Demonstrate responsibility when handling sensitive matters or confidential documents.

• Enter and retrieve data from a computer system and prepare written materials with enough speed and accuracy to perform the work.

• Respond to and effectively prioritize multiple phone calls and other requests for service.

• Make accurate arithmetic calculations.

• Compose correspondence and reports independently or from brief instructions.

• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.

• Maintain accurate records and files.

• Effectively represent the department and HACSM in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.

• Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.

• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.

• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.

• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.

Additional Information

Open. Anyone may apply.


To apply for this exciting career opportunity, the following materials must be submitted online at https://jobs.smcgov.org

A complete application packet will consist of:
• The County of San Mateo Employment Application Form
• A Resume (Please attach to your online application)
• A Detailed cover letter (Please attach to your online application) that discusses the following topics:

1. The administrative experience and skills that prepare you to succeed in this role.

2. Housing Authorities often work with diverse populations. How do you ensure respectful, clear, and effective communication with individuals from different backgrounds?


Electronic confirmation acknowledging receipt of your application materials will be forwarded to you upon receipt of your application materials. Resumes submitted via email will not be accepted.

The selection process will consist of an application screening based on the candidates’ experience. Candidates who pass the application screening will be invited to a panel interview.

Tentative Recruitment Timeline
Close Recruitment: Friday, April 3, 2026, 11:59 PM PST
Panel Interviews: TBD


Note: Although the County is conducting the recruitment with the Housing Authority, this position is not a County position.




At the County of Mateo and in the Housing Authority, we take pride in the way our employees bring together their diverse backgrounds, experiences, and perspectives to serve our community’s needs.

We are proud to be Equal Employment Opportunity Employers.






For questions about this position or the selection process, please contact Sedrick Dixon at sdixon@smcgov.org