Receptionist

OFFICE ASSISTANT

Housing Assistance Division

Regular Position

Alhambra, CA

ACCEPTING 100 APPLICATIONS ONLY

The Los Angeles County Development Authority (LACDA) is a dynamic, Innovative agency created in 1982 by the Board of Supervisors to generate affordable housing and economic redevelopment throughout Los Angeles County and participating cities. 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. To find out more about LACDA, please visit our website at ,

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.

Position Overview

Under general supervision, performs a variety of routine to moderately difficult receptionist, clerical, and customer service duties; answers, screens, and refers visitors and telephone calls; opens, routes, and distributes mail; types, edits, processes, distributes, and files a variety of documents; schedules meetings and appointments; enters data and information into various databases and computer systems.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodation so that qualified employees can perform the essential functions of the job.

• Performs general front lobby/reception duties; greets, receives, and screens visitors and telephone calls; responds to emails; takes messages, directs callers and visitors to the appropriate office or person, and/or provides factual information regarding Authority programs, activities, and functions; assists in interpreting and applying policies, procedures, rules, and precedents in response to inquiries and complaints.
• Opens, routes, and distributes incoming mail to appropriate staff; processes outgoing mail; sends and receives faxes and e-mails; routes documents for required signatures; copies, sorts, and distributes documents; prepares packages for shipment; accepts and delivers mail, packages, and office supplies.
• Types, formats, edits, proofreads, prints, duplicates, and/or distributes a variety of reports, correspondence, memoranda, agreements, charts, records, forms, contracts, ordinances, resolutions, and other documents; prepares routine correspondence; organizes, maintains, and updates databases of records, lists, and projects.
• Maintains lobby in an organized manner; prints resources and program forms/packets; ensures resources are stocked and available, monitors inventory, and orders necessary supplies.
• Creates standard spreadsheets; scans, indexes, and archives records, as assigned; routes documents for approval; organizes, files, and maintains a variety of department documents and related information; enters data and information into various databases and computer systems.
• Completes, reviews, and processes a variety of documents including reports, applications, letters, claims, citations, and timecards.
• Schedules and coordinates meetings, appointments, services, and/or inspections for department staff, clients, and/or residents; completes registration and referral information; maintains related records.
• 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.

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.
• Basic arithmetic.
• 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, vendors, contractors, 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 programs, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Learn the operations, services, policies, procedures, and processes of the Authority and division.
• Perform reception and office support work with accuracy, speed, and general supervision.
• Understand and respond to requests for assistance from the public, clients, and Authority staff.
• Receive, open, review, sort, date stamp, and distribute mail.
• Prepare and type a variety of documents, forms, and correspondence.
• Handle requests or complaints in a professional manner.
• Review a diverse range of forms and documents for completion and accuracy.
• Organize, maintain, and update various database and records systems.
• Organize and order supplies and materials for programs and activities.
• Maintain confidentiality of sensitive personal information.
• Make accurate arithmetic calculations.
• 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.

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 (12 th ) grade.

Experience:

• Two (2) years of general clerical, customer service, or administrative support experience, including experience involving heavy public contact.

Equal Opportunity

The LACDA is an equal opportunity employer. We are committed to creating a workplace culture that embraces diversity, equity, and inclusion to advance our mission of building better lives and better neighborhoods.

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 ... or via email at ....

Application Process

To be considered, all applicants are required to apply online by the filing deadline. 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 supplemental questions will be used to evaluate the applicant's education, training, and experience.

Education Verification

To receive credit for required education, applicants must attach a copy of their 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.

Salary Compensation

Salary compensation is dependent on qualifications (experience, education, knowledge, skills, and abilities). Initial salary placement is generally made between the start and mid-point of the posted range. New hires are not eligible to start at the maximum of the posted range.

Conditions of Employment

Candidates selected from the process will receive an offer of employment contingent upon the successful completion of satisfactory reference checks, a post-offer medical examination, a criminal background check, and a driving record check. Background and driving record check information will be considered in determining the applicant's suitability for the position.

Possession of a valid California Drivers License to be maintained throughout employment or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

Failure to meet these pre-employment requirements will be grounds for withdrawal of the conditional offer of employment.

Proof of authorization to work in the United States will be required at the time of hire.

Employment with the LACDA is at-will and may be terminated at any time with or without cause.