Office Assistant

Office Assistant – Scanning & Digital Archiving

Regular Position Housing Assistance Division Alhambra

The Los Angeles County Development Authority (LACDA) is a dynamic, innovative agency created in 1982 by the Board of Supervisors. The LACDA's core pillars include housing and community development programs that benefit the unincorporated Los Angeles County areas and various incorporated cities that participate in LACDA programs. Funded primarily with federal grants, the LACDA is an industry leader in sponsoring new solutions to housing and forming partnerships with private and public agencies.

The Housing Assistance Division (HAD) of the Los Angeles County Development Authority (LACDA) Is responsible for the administration of the Housing Choice Voucher (HCV) Program. The LACDA administers over 26,000 Housing Choice Vouchers for the County of Los Angeles, as well as other targeted and grant-funded rental subsidy programs. The Housing Assistance Division partners with 10,000 landlords, helping eligible families afford safe, decent, high-quality rental housing.

This position is responsible for scanning and digitally archiving a high volume of documents for the Housing Assistance Division. Positions at this level exercise judgement and initiative in their assigned tasks, receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Essential Job Duties

• Prepares physical documents for scanning by removing staples, paper clips, and bindings.
• Operates scanner to digitize records with precision.
• Indexes and categorizes scanned files using the Laserfiche system for easy retrieval.
• Performs quality control checks to ensure image clarity, completeness, and accuracy.
• Handles sensitive and confidential information in compliance with privacy regulations.
• Maintains scanning equipment and troubleshoot minor technical issues.
• Collaborates with team members to meet project deadlines and volume targets.
• Accurately inputs client information into the Yardi system.
• Assists with the coordination of file transfers, retrieval and storage.
• Tracks and retrieves files from internal or external locations as needed.
• Files and maintains automated and hardcopy records with accuracy.
• Designs and implements file, index, tracking, and record keeping systems; researches records for report generation or compilation.
• Works productively and cooperatively with others by demonstrating respect, patience and equitable treatment of all internal and external customers.
• Observes and complies with Authority and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Essential Knowledge and Abilities:

• Knowledge of Authority-wide and division-specific policies, processes, procedures, and programs.
• General office business, administrative, and clerical practices.
• Customer service principles and practices.
• Principles and practices of recordkeeping, filing systems, and processing of documents.
• Principles and practices of sound business communication.
• Authority and mandated safety rules, regulations, and protocols.
• Methods and techniques for compiling information and data.
• Applicable federal, state, and local laws, codes, regulations, and ordinances, as well as industry standards and best practices relevant to the assigned area of responsibility.
• Techniques for providing a high level of customer service by effectively dealing with the public and Authority 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 related software programs relevant to work performed (i.e., Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, & Teams), Laserfiche, Adobe Acrobat, and Nuance Power PDF).

• Ability to learn the operations, services, policies, procedures, and processes of the Authority and division.
• Understand and respond to requests for assistance from the public, clients, and Authority staff.
• Review a diverse range of forms and documents for completion and accuracy.
• Organize, maintain, and update various database and records systems.
• Maintain confidentiality of sensitive personal information.
• File and maintain automated and hardcopy records with accuracy.
• Organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Maintain a calm demeanor in stressful situations.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• 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.
• Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
• 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.

Qualifications

Education and Experience: Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education: Equivalent to completion of the twelfth (12th) grade.

Experience: Two (2) years of general clerical, records management, or administrative support experience, preferably with scanning, indexing, and digital archiving responsibilities

Highly desirable:

• Experience with imaging and indexing documents.
• Familiarity with Laserfiche or similar imaging software.
• Knowledge of YARDI rental subsidy or comparable software.
• Understanding of housing authority functions and related record-keeping requirements.

Additional Information

Equal Opportunity: The LACDA is an equal opportunity employer committed to valuing diversity in the workforce and fostering an inclusive workplace for all employees. Reasonable Accommodation: If you are an individual with a disability and need to request reasonable accommodations under the Americans with Disabilities Act (ADA), please call the LACDA, Human Resources at View phone number on click.appcast.io or via email at View email address on click.appcast.io.

Application Process: To be considered, all applicants are required to apply online by the filing deadline. Education Verification: To receive credit for required education, applicants must attach a copy of their diploma, degree, or official/unofficial transcripts. Please note foreign degrees (or degrees completed outside of the United States) require an evaluation of U.S. equivalency conducted by a credential evaluation service such as The National Association of Credential Evaluation Services (NACES) or the Association of International Credential Evaluators, Inc. (AICE). Please include three (3) professional references in the "Reference" section of your application. Failure to comply with this application process may result in disqualification.

Screening and Selection Process: Following the review of application materials, the most qualified candidates will be contacted via email and text messaging, if elected, for an assessment test and/or interview. Please check the email account provided on the application for important communications regarding the status of your application and/or next steps. Applications will be reviewed for possession of minimum qualifications and evaluated according to the essential functions of the job. In the Work Experience section of the application, applicants must demonstrate their experience by providing a clear description of the work performed as it relates to the position. Each job held must include the dates of employment, name and address of the employer, position title, hours per week, and supervisor. Please note resumes will not be reviewed to determine qualifications. Supplemental questions are considered a part of the application process and must be carefully answered. All required questions must be completed before the application can be submitted. The LACDA reserves the right to suspend, postpone, or terminate the evaluation of applications, as well as to remove candidates from further consideration during initial screening, assessment exercises, interviews, reference verifications, background checks, or any other phase deemed necessary, subject to position needs. Part-time experience will be evaluated on the basis of its fractional equivalent of a 40-hour workweek. All required experience must be paid.

Salary Compensation: Salary compensation is determined based on qualifications, which include experience, education, knowledge, skills, and abilities. Initial salary placement typically falls between the start and mid-point of the posted range. Promotional hires receive a standard