Office Specialist

Job Summary

Under the supervision of the Maintenance Director, the Office Specialist is responsible for organizing, overseeing, and maintaining the day-to-day operations of the Housing Authority's warehouse and shop, including the surrounding grounds. This position manages inventory by ordering, receiving, and documenting all materials, supplies, and equipment while ensuring the warehouse remains clean, safe, and fully operational. The Office Specialist works closely with the agency's Procurement Coordinator to follow all purchasing policies, including requirements for quotes and bids. The role requires general knowledge of carpentry, electrical work, plumbing, and mechanical equipment repairs to support maintenance operations as instructed or through work orders. The Office Specialist also provides clerical and administrative support related to inventory control, recordkeeping, vendor coordination, and material distribution, ensuring efficient workflow between maintenance staff, contractors, and administrative departments. Duties include the following:

Duties

• Must follow office procedures, HUD regulations and Edinburg Housing Authority Procurement Policy at all times.
• Knowledge of proper conduct in dealing with the public and telephone etiquette.
• Develops and implements methods and procedures for the disbursement of supplies and equipment to staff to perform work activities.
• Inspects, monitors, coordinates, and prioritizes all warehouse and shop activities.
• Maintains the warehouse and shop neat, clean and everything in order by item designation.
• Assists Maintenance Supervisor in all areas of the Maintenance Department and will fill in while Supervisor has requested for time off for vacation or for other reasons.
• Completes work orders and documents all information needed to correctly determine what inventory was used and the costs related to each completed work order.
• Assist with the Make Ready Process, with inspecting the vacancy, drafting up the supply list, meeting contractor, provides contractor with supplies, conducts quality control inspection, and provides approval of completion of all vacancies, as needed.
• Assists with the monitoring of the maintenance staff to ensure that they are provided with and are using appropriate safety supplies and work apparel including gloves, safety glasses, hard hats, safety vest, back supports belts, hearing protection, etc.
• Orders and purchases supply, monitors their performance and keep inventory.
• Respond to emergency calls.
• Operates Agency vehicles, other machines and tools, assisting staff in the proper use and upkeep of each.
• Establishes a Preventive Maintenance Plan for all EHA properties and updates as needed.
• Responds to resident complaints and questions regarding maintenance repairs.
• Assures the satisfaction of customers in quality and responsiveness of services.
• Maintain accurate inventory records, including receiving, issuing, and tracking materials, supplies, and equipment.
• Oversee daily warehouse cleanliness, organization, and safety to ensure a functional work environment.
• Conduct routine checks of inventory shelves, storage areas, and workspaces to maintain order and compliance with safety standards.
• Assist in preparing and maintaining warehouse logs, reports, and inventory audits.
• Monitor stock levels and notify supervisors when inventory needs replenishment.
• Ensure warehouse documentation is organized, up to date, and compliant with internal procedures.
• Provide administrative and clerical support, including data entry, filing, scanning, and correspondence.
• Provide customer service to internal staff, vendors, and contractors regarding material availability and warehouse procedures.
• Supports the relationship between EHA and the general public by demonstrating courteous and cooperative behavior when interacting with clients, visitors, and EHA staff.
• Enthusiastically promotes the Executive Director's priorities for the operations of EHA.

• Performs other related duties as assigned and/or required.

• Qualifications

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Competencies

This position requires the following behavioral competencies:

• Ability to work with the highest degree of confidentiality.
• Knowledge of HUD regulations, Authority policies, procedures and practices as they pertain to PHA management.
• Knowledge of general office procedures and practices, business English and math.
• Skill in operating computer equipment and general office machines.
• Knowledge of applicable building codes, ordinances, fire regulations and safety precautions.
• Knowledge of tools, equipment and practices associated with public housing maintenance.
• Skill in reading blueprints, shop drawings, and sketches.
• Knowledgeable in Microsoft Excel, Word, Outlook including Adobe Acrobat software, capable of using internet resources for research and developing reports. Ability to learn other computer software programs as required for assigned tasks.
• Ability to communicate clearly and concisely, orally and in writing.
• Ability to establish and maintain effective and courteous relationships with employees and other business contacts.
• Above average analytical and reasoning abilities.
• Ability to coordinate several concurrent activities simultaneously.
• Strong interpersonal skills.
• Must regularly participate in continuous improvement and education, which may require traveling in and out of State.
• Ability to communicate bilingually is required, English and Spanish.
• Bondable.
• Employee must possess a valid Texas driver's license or acquire one within the first 30 days of employment.
• Eligible for coverage under the Authority's fleet auto insurance.

Education and/or Experience

High School diploma or GED equivalent. Minimum of two (2) years' experience in building maintenance and in inventory control, or an equivalent combination of education and experience.

Experience in warehouse operations, office administration, inventory management, or building maintenance preferred.

Job Type: Full-time

Pay: From $15.45 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan

Work Location: In person