Executive Assistant - Housing Authority County of San Bernardino : Job Details

Salary : $68,744.00 - $92,809.60 Annually Location : San Bernardino, CA Job Type: Full-time Job Number: 1600652 Department: Executive Opening Date: 08/25/2025 Closing Date: 10/19/2025 11:00 PM Pacific Max Number of Applicants: 250 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: $33.05/hr. The initial review of applications will begin starting the week of September 8th, 2025. Applications received before the initial review date will be considered, with qualifying applicants being eligible to participate in the phone screen process. Hiring Information All job offers are contingent upon successful completion of a pre-employment evaluation, which includes: a post-offer medical examination (including physical, depending on position) background check (including credit check, depending on position), DMV pull (depending on position), employment history, education verification, and documentation of the right to work in the United States. Candidates who require a reasonable accommodation in any portion of the selection process should state their need in writing when submitting an application. Position Summary The Executive Assistant performs a broad range of highly responsible and confidential administrative functions in support of the Executive Director and executive leadership. Responsibilities include managing complex administrative tasks, exercising independent judgment in prioritizing work assignments, and ensuring adherence to Agency policies and procedures. The position requires a high level of integrity, discretion, and professionalism, as well as the ability to handle sensitive information with strict confidentiality. The Executive Assistant also serves as a primary point of contact with the public and external stakeholders, providing information and assistance that require comprehensive knowledge of Agency programs, services, and policies, while representing the Agency in a professional and positive manner. Key Duties/Responsibilities Executive Support

Provides confidential administrative and project support for the Executive Director and Deputy Executive Director; serves as liaison between the Executive Department, staff, outside agencies, and the public, ensuring effective communication and resolutions of issues.

Manages an active calendar of appointments for the Executive Director and Deputy Executive Director, including scheduling meetings, coordinating logistics, preparing materials and ensuring timely follow-up; reviews calendars proactively to avoid conflicts and communicates updates as appropriate.

Communicates with internal and external customers on the Executive Director's behalf with calls, visitors, and incoming mail and emails; assists and directs customers to appropriate locations and/or staff; responds to complaints and requests for information; interprets and applies regulations, policies, and procedures in response to inquiries from the public.

Assists Executive Director with emails, voicemails and regular mail to provide requested information or coordinates communication with appropriate staff person to respond. Ensures that important correspondence is seen and responded to using independent judgment. Alerts Executive Director of time sensitive requests and maintains a tracking system to ensure timely and professional follow-up.

Supports the Executive Director in fulfilling external commitments, including boards, councils, committees, and community groups, by preparing materials, coordinating participation, and ensuring timely follow-up.

Composes, edits, and proofreads a variety of complex documents, including reports, correspondence and presentations, for the Deputy Executive Director and Executive Director; ensures accuracy, consistency, and compliance with Agency standards; and safeguards confidential or sensitive information.

Coordinates and manages travel arrangements for Executive staff, including transportation, lodging and registrations; prepares and submits related travel reimbursement requests/expense reports in a timely manner. Ensures timely communication of travel information and follows through to ensure timely receipt of expense reports.

Conducts research and compiles information from multiple sources on specialized topics related to assigned programs; organizes and analyzes data; and prepares reports, summaries, and other informational materials for executive review.

Board Support

Serves as Clerk of the Board and provides comprehensive administrative support for the Board of Commissioners, affiliate entity board meetings and management meetings; schedules meetings, prepares agendas, issues public notices, assembles and distributes packets, attends meetings, records and transcribes meeting minutes, and maintains official records such as resolutions, ordinances, contracts, bonds and other official documents. Ensures compliance with legal and regulatory requirements, including timely filings with the State and other governing agencies.

Ensures timely and accurate communication of board-related matters, providing updates to the Executive Director, Deputy Executive Director, legal counsel and other stakeholders as needed.

Ensures the timely posting of meeting agendas and other required documentation in compliance with the Brown Act, Agency bylaws, and applicable regulations.

Attends Board of Commissioners meetings, prepares accurate minutes for Executive Director review, ensures appropriate filing and maintenance of official records, and follows up on action items, information requests, and signature requirements.

Coordinates and manages travel arrangements for board members, including transportation, lodging and conference/training registrations; prepares and submits related travel reimbursement requests/expense reports in a timely manner. Ensures timely communication of travel information and follows through to ensure timely receipt of expense reports.

Ensures that the annual board leadership election process is undertaken.

Coordinates the re-appointment and/or replacement of Commissioners with the San Bernardino County Clerk of the Board; monitors board vacancies and provides timely updates to the Executive Director.

Tracks and facilitates required board training (e.g., HUD-mandated training, conflict of interest training) to ensure timely completion by all Commissioners.

Ensures compliance with the Agency's Conflict of Interest Policy by monitoring and processing annual Form 700 filings and other disclosure requirements for incoming, outgoing, and current Commissioners.

Administrative Support

Coordinates Agency-wide staff meetings and other general staff meetings or events as requested.

Serves as the Agency Filing Officer under the Political Reform Act; ensures compliance with the Agency's Conflict of Interest Code by issuing required notices, coordinating filings of Statements of Economic Interest (Form 700), and assisting with periodic code reviews in consultation with Agency counsel.

Responds to Public Records Act requests in a timely and professional manner; coordinates with departments and legal counsel as needed; maintains request files and correspondence; and participates in training to ensure compliance and process improvements.

Researches information for use in Agency projects through interacting with outside agencies and internal agency staff. Provides assistance as needed to front desk operations to include, but not limited to, answering phones, accepting packages and other deliveries, lunchtime relief, greeting and signing in visitors/guests, and providing excellent customer service in a timely manner.

Performs other duties or assists with projects as requested (such as attending meetings with the Executive Director and/or Executive staff, taking notes, designates and follows up on assigned action items and activities, etc.).

Minimum Qualifications Associate's degree or equivalent with coursework in business administration, public administration or a related field. Bachelor's degree is preferred. Must have a minimum of five (5) years of professional administrative experience; with at least three (3) years providing executive level support to senior management. Prior experience working with a governing board is highly preferred. Equivalent combinations of education, training and experience will be considered. Supplemental Information PHYSICAL DEMANDS: Hearing and speaking to exchange information. Standing and walking to process mail between departments 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 Housing Authority of the County of San BernardinoEMPLOYEE BENEFITS The 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. A summary of benefits for regular full-time employees is provided below. Medical 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 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 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 period Medical 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. 01 What is the highest level of education you have obtained?

• No Diploma or Degree
• High School Diploma or GED
• Associates Degree
• Bachelors Degree
• Masters Degree
• PHD

02 What level of knowledge do you have on the computer?

• No Computer Knowledge
• Beginner (Basic Knowledge)
• Beginner to Intermediate
• Intermediate
• Intermediate to Advanced
• Advanced

03 How many years of experience do you have supporting a high level executive in an office setting?

• No previous experience
• Less than 1 year
• 1-3 years of experience
• 3-6 years of experience
• 6+ years of experience

04 Do you have previous experience working with a board?

• No previous experience
• Yes, but limited
• Yes

05 Do you have previous experience working for a Public Housing Authority?

• Yes
• No
• Currently Employed at HACSB

06 Briefly state your reasoning for applying for this position with the Housing Authority of the County of San Bernardino. Required Question