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.

To find out more about the LACDA, please visit our web site da.org.

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.

• 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…