OFFICE ASSISTANT III

Housing Bonds and Asset Management Unit

Housing Investment and Finance Division

Regular Position

  ONLY 100 APPLICATIONS WILL BE ACCEPTED

Imagine yourself working for a dynamic and innovative County agency with a high-profile role as a core participant in Los Angeles County's broad-ranging efforts to address the region's affordable housing and homelessness crises. The Los Angeles County Development Authority (LACDA) administers federal, state, and local funds that are made available to for-profit and nonprofit housing developers for the development and preservation of affordable and special needs housing. The LACDA also administers federal and local funds to support low- and moderate-income homeownership, single and multifamily home rehabilitation and sound mitigation, and various community and economic development projects and initiatives. The agency works hand-in-hand with multiple Los Angeles County departments and other cities in Los Angeles County in ongoing coordination across a wide range of development initiatives. Funded primarily with federal grants, the LACDA prides itself on sponsoring new solutions to local issues and forming partnerships with private and public agencies. To learn more about the agency's work in support of its mission to Build Better Lives and Better Neighborhoods, please visit www.lacda.org.

DESCRIPTION

The Housing Bonds and Asset Management (HB/AM) unit in the Housing Investment and Finance Division (HIF) is seeking an experienced, skilled, and self-motivated individual to serve as an Office Assistant to responsible for the collection and record keeping of all designated documents from LACDA regulatory and loan agreements for multifamily and single-family developments. This position will be responsible for preparing, scanning and indexing, importing and validating of all required loan documents.  This position requires strong organizational and writing skills.

Under general supervision, the Office Assistant performs a variety of specialized and general clerical tasks.  Gathers and maintains loan files and other pertinent records.  Prepares and scans files for Laserfiche imaging.   Performs accurate data entry.   Responsible for the file room organization and tracking of all loan files.  Participates in the needs-assessment and design of file management systems improvements.  Tracks housing data for the affordable housing portfolio.  Performs other duties as assigned, such as answering phones, taking messages, and/or directing phone inquiries in a courteous and professional manner as appropriate.  This position requires a highly organized, enthusiastic, and focused self-starter, with the ability to work in a fast-paced environment.

The below statements are intended to describe the general nature and scope of work performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

Under supervision:

• Files inventory, imaging and logging of all collateral files as received and generate file manifest reports.
• Scans and uploads copies to imaging systems (Laserfiche) and updates servicing systems with current collateral information to ensure data is legible, current, accurate and complete for indexing.
• Accurately organizes document indexing in accordance with LACDA documentation guidelines. 
• Prepare loan file documents for submission to the collateral file room for storage or destruction in accordance with LACDA documentation guidelines. 
• Ensure documents to be retained are in proper order and accounted for pursuant to the document retention list.
• Provide audit of all documents including copies ensuring safe keeping of original documents.
• Establish effective working relationship with all internal and external stakeholders.
• Assist with the development and updates of the LACDA collateral documentation storage and filing guidelines.
• Assist with the procurement of a vendor to manage a collateral document system.
• Implement and support the Single-Family Owner-Occupied Certification System (system monitoring, communicate with loan servicing unit regarding payoffs, subordinations and other loan questions, and track responses).
• Perform notary public duties upon completion of training and certification.
• Provide general office support and other related job duties, projects and special events as assigned.

JOB COMPETENCIES

• Comprehensive knowledge of data and electronic filing systems.

• Possess written and oral communication skills, including the preparation of reports and correspondence.
• Ability to work independently in a multi-tasking environment while meeting critical deadlines.
• Proven ability to solve issues and complete assigned tasks with minimal supervision.
• Strong interpersonal communication with a focus on providing excellent customer service
• Excellent organizational skills; detail-oriented, accurate and self-motivated.
• Strong problem solving and time management skills, including planning and managing multiple projects.
• Interpersonal skills to establish and maintain cooperative working relationships with colleagues at all levels.

Minimum Selection Requirements

• Education equivalent to high school graduation.
• Three years of responsible clerical/office experience. 
• Must have a high-level of proficiency using Microsoft Office Suite.

Desirable Qualifications

• Experience with the Laserfiche imaging system.
• Familiarity with residential real estate loan documents.

NOTE: Salary compensation is Dependent on Qualifications (experience, education, skills and abilities). Initial salary placement is generally made at the beginning to mid-point of the posted range. New hires are not eligible to start at the maximum of the posted range. 

Successful applicants must possess a valid California Class C Driver's License, an acceptable driving record and comply with the LACDA's Motor Vehicle Safety Policy during the course of employment.

Successful applicants must complete a background investigation, Live Scan fingerprint search, pre-employment physical and drug screening prior to appointment. 

To be considered, all qualified applicants are encouraged to apply online. In the Work Experience section of your online application clearly describe your experience as it relates to the qualifications. Failure to provide this information may result in eliminating your application from further consideration.

For each job held, give the name and address of your employer, your job title, beginning and ending dates, and description of work performed. 

Please answer ALL supplemental questions completely.  If your application is incomplete, it may be rejected at any stage of the examination process. 

Please include a resume and cover letter with your application but note that a resume cannot be substituted for any section of the online application and/or supplemental application. Work experience must be supported by the experience in your application. "See resume" is not an acceptable answer.

Three (3) professional references must be included in the "Reference" section of the application at the time of filing. 

To receive credit for a four-year college or university degree or Master's degree, you must attach a

Copy of College or University Degree or official transcripts that indicate graduation.

Human Resources staff will notify all applicants of their application status via email. Important notifications including invitation letters will be sent electronically to the email address provided. You are responsible for monitoring correspondence from this office by checking your email account in a timely manner.

A first review of applications will be completed upon receiving a sufficient number of qualified applications.  Those applicants whose qualifications most closely meet the needs of the position will be invited for the examination process. 

DEADLINE:  100 APPLICATIONS ONLY.   PLEASE SUBMIT YOUR APPLICATION IMMEDIATELY, THIS RECRUITMENT WILL CLOSE  WITHOUT NOTICE.
  
 RECRUITMENT NUMBER: 21013