Resident Liaison/Administrative Support Specialist

Housing Authority of the City of Los Angeles•Los Angeles, CA

3d•Remote

About The Position

The Resident Liaison/Administrative Support Specialist position reports directly to the Resident Liaison & Administrative Support Manager and indirectly to the Sr. Administrative Manager. This position is nonsupervisory and with no direct reports. This position answers heavy phone calls and follows up with residents, Owner/Agents, HUD and other interested parties via telephone/email. This position also captures images of documents; prepares materials for scanning; verifies electronic files and provides administrative support to the Resident Liaison Department. Day-to-day duties also include entering data and storing files and other materials into various automated software systems. The Resident Liaison/Administrative Support Specialist must be able to exercise discretion and independent judgment in the execution of his/her responsibilities. The Resident Liaison/Administrative Support Specialist must be able to analyze and understand HUD guidelines and regulations and apply those guidelines to the resident concerns and/or scanning/imaging.

Requirements

Must be able to work independently with moderate to minimal supervision;
Must be able to compare scanned images to original documents with speed and accuracy;
Must be able to perform quality control on scanned images and transfer electronic files;
Must be able to organize and index paper files for document storage;
Mediator and problem-solving skills;
Detail-oriented with excellent organization skills;
Excellent verbal and written business communication skills;
Maintain confidentiality of all information gathered;
Competent with Microsoft Office products including variety of data processing and spreadsheet software as well as web browsers;
Knowledge of general office equipment (multiple line telephone system, adding machine, keyboard (40 wpm), fax and copy machines);
Ability to organize, establish priorities for work, coordinate multiple deadlines and be detailed oriented;
Ability to manage multiple priorities, and deadlines while meeting productivity requirements in the face of changes, obstacles or other unexpected events;
Ability to maintain confidentiality of resident profiles, history, and/or personal information, as well as, information that is proprietary to this Agency;
Ability to establish and maintain positive and effective working relationships with diverse groups including LOMOD employees, tenants, property owners and agents and community partnerships, some of whose members may be under significant personal stress;
Ability to work independently from home with minimal supervision
Associates degree or a minimum of two years administrative support experience in public service or support expansion.
A basic knowledge of English composition, spelling, punctuation, and mathematics.

Nice To Haves

Knowledge of HUD multi-family programs a plus.

Responsibilities

Answer main phone line and Resident Hotline; take detailed messages and summary of tenant concerns orally and in writing;
Track and monitor owner responses to resident concerns;
Maintain, input and log every step of each process with accuracy;
Enter data into the appropriate HUD data systems;
Proofread and prepare documents for scanning, set up, adjust, and operate electronic imaging and media equipment;
Scan and place images into LOMOD’s document management system;
Review scanned images, correct documents by retrieving and rescanning; rescan documents to improve image quality or make edits to indexed data for more accurate retrieval;
Copy, import, and verify documents from electronic media into the document management system;
Systemically batch documents together and prepare them for document storage;
Work under pressure with strict timeframes and deadlines, as daily tasks can have financial repercussions;
Responsible for the quality of the documents submitted;
Perform other duties as assigned.