Operations Specialist

OPERATIONS SPECIALIST

HOUSING ASSISTANCE DIVISION

MANAGEMENT SERVICES

REGULAR

ALHAMBRA CA

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.

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 apply and find out more about the LACDA please visit our web site at.

THE DIVISION

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 26000 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 10000 landlords helping eligible families afford safe decent high-quality rental housing.

Under general supervision performs a variety of specialized paraprofessional duties in support of assigned division projects and programs requiring the interpretation and application of division/department program policies procedures and regulations; conducts Section Eight Management Assessment Program (SEMAP) analysis and prepares a variety of reports identifying results and projections for each of the 14 indicators; conducts SEMAP quality control; downloads develops summarizes and maintains program and fiscal records; ensure compliance with SEMAP indicators; coordinate and maintain the activities of the divisions hearing process; review and approve invoices requisitions and purchase orders; prepare monthly overpayment and write-off reports; provides technical and administrative support to division and program staff; and performs related duties as assigned.

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.

• Provides specialized support for the programs projects and activities of an operational service division/department including but not limited to direct client service delivery programs and/or projects contracting compliance and general administration.
• Prepares and processes various documents requiring knowledge of the Authority and divisions functions which may include legal/official documents correspondence and periodic reports.
• Assists management and professional staff in performing and conducting studies special projects and operational activities; performs data collection research and analysis on assigned program activities and operational problems or issues; analyzes alternatives and makes recommendations; works with department staff to develop and improve operational and administrative practices; prepares technical reports to interpret data; performs other technical work related to the division/department to which assigned.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies Authority departmental and program policies and procedures in determining completeness of applications records and files.
• Interprets and applies Authority division and departmental policies procedures and regulations related to assigned area of responsibility; ensures program and project activities comply with legal and regulatory requirements.
• Prepares business documents and reports; research compiles and organizes information and data for specialized and regular status reports or projects; checks and tabulates standard mathematical or statistical data.
• Provides project support in various capacities including but not limited to monitoring program/project progress; monitoring and ensuring SEMAP compliance monitors indicator activities for compliance with regulations and policies; identifies reports and/or resolves issues of non-compliance.
• Inputs and retrieves data into various program division Authority and/or state/federal software applications and database systems.
• Coordinates and integrates division/department services and activities with other Authority divisions contractors vendors stakeholders and outside agencies; receives and responds to inquiries and complaints concerning department/division programs and operations.
• Organizes coordinates maintains and updates division/department files and record systems; enters and updates information with division/department activity files and report summaries; retrieves information from systems as required.
• Gathers assembles updates and distributes a variety of Authority division/department and/or project-specific information documents forms records and data as requested; research records within areas of responsibility to prepare and provide follow-up information to staff general public vendor or tenant inquiries.
• Serves as a liaison to various individuals stakeholders committees and commissions; coordinates and schedules meetings; prepares agendas; attends meetings and takes minutes.
• Observes and complies with Authority and mandated safety rules regulations and protocols.
• Performs other related duties as assigned.

Knowledge of:

• Authority and division operations programs policies and procedures.
• Principles and practices of data collection and report preparation.
• Methods of preparing and processing various records reports forms and other documents particular to assigned department or program.
• 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.
• Business administration practices.
• Business arithmetic and basic statistical techniques.
• Principles and practices of contract monitoring for operational and compliance purposes.
• Basic budget principles for monitoring and tracking revenue and expenditure.
• Methods and techniques of preparing business correspondence and forms.
• Principles and practices of business and public administration as applied to assigned department.
• Principles and practices of record keeping.
• Authority and mandated safety rules regulations and protocols.
• 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:

• Perform a diverse range of specialized technical and administrative tasks in support of assigned division/department or program.
• Gather and compile Authority and department-specific information from a variety of sources.
• Understand the organization and operation of the Authority and of outside agencies as necessary to assume assigned responsibilities.
• Prepare review and present reports recommendations and other correspondence and communications in a clear and concise manner.
• Compose concise and accurate business correspondence and reports.
• Prepare interpret summarize and present administrative and technical information and data in an effective manner.
• Assist in monitoring a department or program budget and contracts.
• Monitor and track grants and ensure compliance with funding requirements.
• Organize and maintain accurate databases records and files.
• Compose correspondence and reports independently or from brief instructions; maintain records and databases.
• Prepare and present information in various formats and for diverse audiences.
• Perform mathematical computations accurately.
• Effectively represent the division/department/program and the Authority in meetings with other staff outside agencies community groups and the public.
• 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 and legal 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 an associate degree from an accredited college or university with major coursework in public or business administration finance urban planning human resources or a field related to assignment area.

Experience:

• Five (5) years of increasingly responsible experience working with housing programs and services related to the assigned area of responsibility.

HIGHLY DESIRABLE

• Knowledge of Housing Choice Voucher programs Section 8 grant-funded nonprofit community-based organizations or other subsidized programs providing housing or community services.
• Knowledge and understanding of federal state and local regulations of affordable housing programs and funding.
• Experience utilizing the U.S. Department of Housing and Urban Development Web Access Security Subsystem Enterprise Income Verification PIH Information Center Yardi Voyager Yardi Rent Caf Housing Authority Registration Portal and Laserfiche.
• Excellent writingproblem-solving and analytical skills.
• Experience utilizing spreadsheet and software applications.