ADMINISTRATIVE ASSISTANT

HOUSING DEVELOPMENT & PRESERVATION DIVISION
$55,856.41-$78,200.03 Annually (DOQ)

REGULAR POSITION

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.

LACDA Overview

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 at www.lacda.org.

Division Overview

The Housing Development and Preservation Division (HDP) administers federal, state, and local funds that are made available to for-profit and non-profit housing developers for the development and preservation of affordable and special needs housing. Additionally, it supports low- and moderate-income homeownership, single and multifamily home rehabilitation and sound mitigation, and various community and economic development projects and initiatives.

Position Overview

The HDP Division has an immediate need for an Administrative Assistant to directly support the Assistant Director and provide administrative support to the Finance and Development Unit. Under general supervision, this position performs a wide variety of responsible, confidential, and complex administrative duties in support of management, supervisorial, and division staff in a dynamic and fast-paced environment. This role requires exceptional communication, organization, and problem-solving abilities, with a focus on confidentiality, strategic support, and high-level administrative coordination.

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

Performs a variety of administrative functions involved in the operation of the assigned department; researches, prioritizes, and addresses incoming issues and concerns; provides information and handles issues that may require sensitivity and use of sound, independent judgment.
Composes, types, edits, and proofreads a variety of documents, including forms, memos, contracts, administrative, staff reports, and correspondence for division staff from rough draft, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
Prepares and processes reports, forms, contracts, and records, requests for payments, purchase orders, timecards, invoices, requests for proposals, bid packages, contracts, and agreements.
Assists or administers division projects and/or programs as assigned by management staff; provides assistance to division staff in various research and division-related projects.
Organizes and carries out administrative assignments; researches, compiles, and organizes information and data from various sources on a variety of specialized topics related to programs in assigned area; checks and tabulates standard mathematical or statistical data; prepares and assembles reports, manuals, articles, announcements, and other informational materials.
Manages and tracks the routing of a variety of documents and uses tracking systems to coordinate billing and payment.
Screens calls, visitors, and incoming mail; receives and responds to calls received by the division; provides information to the public, including contractors and vendors, by phone or in person to ensure contract compliance and an understanding of division and Authority policies and procedures; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to general public and staff inquiries and complaints; refers public to the appropriate division source; coordinates or resolves problems when appropriate.
Monitors and orders office and other related supplies; prepares, processes, and tracks purchase requisitions for services and materials; receives vendor invoices; prepares request for payment for department head approval; collects fees and issue permits.
Creates, organizes, and maintains division records; organizes and maintains databases and determines how information can be extracted for various division or departmental reports.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies division and program policies and procedures in determining completeness of applications, records, and files.
Schedules and/or coordinates meetings, seminars, conferences, and training sessions for division staff; acts as meeting and/or committee secretary including preparing agendas and informational packets and setting up the room.
Coordinates and integrates division services and activities with other Authority divisions and outside agencies.
Plans, organizes, coordinates, and evaluates the effectiveness of work processes, systems, and procedures to achieve efficiency and effectiveness in work standards; implements and utilizes various methods to analyze, manipulate, store, and retrieve a variety of department related data.
Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, fax machines, and telephones; may operate other department-specific equipment.
May notarize and certify official documents.
Performs other duties as assigned.

Knowledge of:

Organization and function of the Authority, including the role of an appointed Board.
Operations, services, programs, policies, procedures, and processes of the assigned division or department.
Administrative principles and practices, including goal setting, time management, prioritization of tasks, and project management.
Authority-wide and departmental and divisional administrative procedures, practices, and principles.
Authority ordinances, rules, programs, processes, and labor agreements applicable to division operations.
Rules and procedures governing the notice and conduct of public meetings.
Research techniques, methods, and procedures, including the use of department databases.
Business arithmetic.
Principles and practices of data collection, database input, maintenance, and querying, and report preparation.
Business letter writing and the standard format for reports and correspondence.
Principles and practices of sound business communication.
Writing and editing skills, including proofreading, grammar checking, and formatting of memoranda, templates, policies, and procedures.
Recordkeeping, filing, purchasing, accounting, and budgeting practices and procedures.
Authority and mandated safety rules, regulations, and protocols.
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 program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

Perform responsible, complex, and difficult administrative support work with accuracy and speed.
Maintain confidentiality and ensure discreet handling in all aspects of personnel or sensitive situations.
Provide varied and responsible office administrative work requiring the use of tact and discretion.
Interpret, apply, and explain administrative and division policies and procedures.
Prepare clear, accurate, and concise records and reports.
Enter and retrieve data from a computer system and prepare written materials with enough speed and accuracy to perform the work.
Respond to and effectively prioritize multiple phone calls and other requests for service.
Make accurate arithmetic calculations.
Compose correspondence and reports independently or from brief instructions.
Prepare meeting agendas and transcribe minutes and other recordings from committee or commission meetings.
Understand and follow written and oral instructions.
File and maintain automated and hardcopy records, logs, and inventories with accuracy.
Review, complete, and submit contracts, applications, agreements, and other documents for signature approval.
Organize and maintain specialized and sensitive department personnel files.
Prepare a variety of confidential documents.
Handle disputes and complaints and resolve problems in a calm and tactful manner.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner, organize own work, set priorities, and meet critical time deadlines.
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 education and/or experience that provides the required knowledge,skillsand abilities to perform the essential functions of the position.?Additionalexperience, as outlined below, may be substituted for required education on a year-for-year basis.

Education:

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

Experience:

Two (2) years of increasingly responsible office administrative or secretarial experience.

Desirable Qualifications:
Desirable Qualifications are used to identify relevant knowledge, skills, and abilities as determined by business necessity. These criteria are considered desirable qualifications and are not intended to serve as minimum requirements for the position. Applicants who possess these qualifications will not automatically be selected.

Fluent in Spanish, including speaking, reading, and writing, highly desirable
Experience providing proactive administrative support in a fast-paced environment while prioritizing multiple tasks to meet tight deadlines.
Have a general understanding of affordable housing development from a public agency perspective.

Licenses and Certifications:

Some positions may require possession of a valid California Driver’s 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.
Some positions may require possession of a valid California Notary Public Certificate to be maintained throughout employment.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and visit various Authority sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 10 pounds

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing divisional policies and procedures.

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 (626) 586-1687 or via email at hr.recruiter@lacda.org.

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 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.

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 promotional increase. New hires cannot start at the maximum of the posted range. Upon employment, regular full-time employees become eligible for annual merit-based salary increases contingent upon their performance ratings, provided there is room within the established salary 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 Driver’s 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.

DEADLINE: MAY 21, 2026, at 11:59 PM
APPLY IMMEDIATELY, THE POSITION MAY CLOSE WITHOUT PRIOR NOTICE.

RECRUITMENT NUMBER: 26025

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