Executive Assistant

DESCRIPTION

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 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 the LACDA, please visit our web site at www.lacda.org.

Division Overview

The Housing Development and Preservation (HDP) Division is responsible for implementing programs that facilitate residential development and preservation throughout Los Angeles County, assisting those residents and residential property owners with limited incomes. We work closely with non-profit and not-for-profit organizations, residents, owners, government agencies, supportive service providers, and property management companies to increase and sustain the availability of affordable and supportive housing for low- and moderate-income homeowners and residents. Our team, comprised of the Finance and Development Unit, Housing Solutions Unit, and the Homeownership Strategies Unit, is dedicated to finding innovative ways to create housing opportunities for those residing in both the unincorporated County areas and the cities throughout the County.

The Finance and Development Unit’s primary responsibilities are the development of affordable Housing for families, seniors, and people with special needs by subsidizing projects through a competitive process. The process, known as the Notice of Funding Availability (NOFA), established funding criteria and provides incentives for the creation of housing types and amenities to meet County priorities. Funds administered through the NOFA have been comprised of a number of funding sources to maximize the County’s production of affordable housing, including No Place Like Home funds, Affordable Housing Program funds, Federal CDBG and HOME Program funds, Homeless Services Funds, Measure H funds, and Mental Health Service Act funds to finance multifamily affordable and/or supportive rental units that target households with limited means. The Homeownership Strategies Unit administers the First-Time Home Ownership Programs, Density Bonus Home Ownership Program, Residential Sound Insulation Program, and the Senior Grant and Handyworker Grant home rehabilitation programs. The Housing Solutions Unit oversees the development and implementation of policies, systems, and programs that ensure tenant protections, support housing stability, preserve existing housing that is affordable to household with limited means, and provides technical affordable housing land use planning support. It also includes the Loan Servicing team which is responsible for monitoring the compliance of projects that are funded by the LACDA and ensures financial compliance with the collateral documentation and analyzes financial statements to identify cash flow for the repayment of LACDA loans. Additionally, they are also responsible for a series of financial transactions including loan modifications or extensions, refinancing, resysndications, transfers of ownership, and modifications of affordability restrictions.

Position Overview

Under general supervision, performs a wide variety of responsible, confidential, and complex administrative duties in support of executive management 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.

ESSENTIAL JOB DUTIES

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.

• Provides confidential secretarial, administrative, and project support for executive management; serves as primary contact and liaison for assigned office with other Authority staff, the general public, and outside organizations; answers questions and provides information to Authority staff and the public regarding procedures and policies.
• Oversees administrative operations of assigned office; coordinates the work plan for assigned services and programs; assigns work activities, projects, and programs; recommends improvements in workflow, procedures, and use of equipment and forms; implements improvements as approved.
• Relieves executive management and management staff of a variety of administrative details by assisting with operational and/or programmatic duties of an advanced, complex, and sensitive nature.
• Maintains calendar of activities, meetings, and various events for executive management staff; coordinates travel arrangements, as needed; schedules use of conference rooms; coordinates meetings and conferences with public officials.
• Answers incoming telephone calls and e-mails from Authority staff, and members of the community; screens calls as needed; provides information and answers questions; refers issues to the appropriate staff or department; follows up on sensitive complaints and inquiries.
• Composes, types, formats, and proofreads a variety of documents and correspondence including presentations, letters, emails, memoranda, budget reports, spreadsheets, and related business documentation; checks drafts for punctuation, spelling, and grammar, and suggests corrections; independently responds to letters and general correspondence of a routine nature.
• Serves as a liaison with employees, public and private organizations, community groups, stakeholders, and other entities; provides information and assistance to staff, and the general public regarding the Division’s programs, projects, and services; receives and responds to complaints, questions, and issues relating to assigned areas of responsibility; identifies, negotiates, and/or resolves solutions to complaints and problems when appropriate.
• Establishes and maintains contact and working relationships with all Authority divisions, local, state, and federal agencies for acquisition of necessary information, and/or for the implementation of cooperative programs and activities.
• Maintains accurate records, complex databases, tracking systems, and files.
• Organizes, archives, copies, maintains, and retrieves records, documents, reports, and files.
• May perform public notary duties as required.
• Observes and complies with Authority and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

QUALIFICATIONS

Essential Knowledge and Abilities:

Knowledge of:

• Business and administrative services and operations.
• Practices and methods of office management and administration.
• Authority-wide operations, policies, procedures, and processes or ability to comprehensively acquire that knowledge.
• Records management principles and practices, including legal requirements for recording, retention, storage, and disclosure.
• Principles and practices of research, data collection, and report preparation.
• Preparation and composition of a wide variety of business documents including reports, correspondence, contracts, and applications.
• Business arithmetic, including percentages and decimals.
• 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, especially Microsoft Office Suite.

Ability to:

• Provide a full range of specialized technical and administrative support duties for executive and management staff.
• Compose reports, correspondence, applications, and other business documents independently or from broad instructions.
• Research, analyze, and summarize data and prepare accurate and logical written reports.
• Maintain confidentiality of privileged and sensitive information; assure discreet handling in all aspects of client, staff, and Authority information.
• Understand the organization and operation of the Authority and of outside agencies as necessary to assume assigned responsibilities.
• Respond to and effectively prioritize multiple phone calls and other requests for service.
• Make accurate mathematical, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Effectively represent the department and the Authority in meetings with other staff, outside agencies, community groups, and the public.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• 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.

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; 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.

Minimum Qualifications:

Any combination of education and/or experience that provides the required knowledge, skills and abilities to perform the essential functions of the position. Additional experience, as outlined below, may be substituted for required education on a year-for-year basis

Education:

• Equivalent to completion of the twelfth (12th) grade, supplemented by college level coursework or specialized training in office management, business or public administration, or a related field

Experience:

• Four (4) years of increasing responsible experience providing office management and administrative support to senior or executive-level management staff.

• 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 designation, to be maintained throughout employment.

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.

• The ability to fluently speak, read, and write Spanish is highly desirable.
• Experience providing proactive administrative support in a fast-paced environment while prioritizing multiple tasks to meet tight deadlines.
• Experience producing high quality deliverables with attention to detail and a high level of accuracy.
• Experience making well-informed, effective, and timely decisions to resolve problems and satisfy stakeholders’ expectations.
• Working knowledge of affordable housing development within a public agency setting.

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 (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.

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.

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: APPLY IMMEDIATELY, RECRUITMENT WILL CLOSE WHEN 100 APPLICATIONS ARE RECEIVED. ONLY FIRST 100 APPLICATIONS WILL BE ACCEPTED.

RECRUITMENT NUMBER: 25043