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Document Processing Assistant, LACERA

Company LACERA
Location Pasadena, CA 91101
Update 9 Day ago
The Los Angeles County Employees Retirement Association (LACERA) administers and manages the $52+ billion retirement fund for the County of Los Angeles. We provide retirement, disability, and death benefits to eligible County employees and their beneficiaries, and collect, deposit, invest, and manage retirement funds collected from the County, outside districts, and County employees.

LACERA is one of the largest county retirement associations in the United States with more than 156,000 members. Our membership is comprised of individuals from a diverse range of careers, age groups, and ethnicities - all contributing to the greater welfare of Los Angeles County.

Benefits include health insurance, annual leave, sick leave, retirement, paid holidays, and ride share program.

LACERA Values: We work together toward achieving our mission through our shared Values. Our Values include Professionalism, Respect, Open Communication, Fairness, Integrity, and Teamwork.

Examination Information: Examination Number: 9-0471-I, Job Bulletin Number: 17 - 31

TYPE OF RECRUITMENT: Open Competitive Opportunity

This position is located in the Document Processing Center (DPC) of the Administrative Services Division. The Administrative Services Division is responsible for providing the following support services to LACERA: budget administration, DPC, facilities management, mail processing, procurement, and word processing. The Division also manages the following special programs: Business Continuity, Health and Safety, Records and Information Management, Ride Share, and Risk Management.

The DPC is responsible for providing LACERA with a variety of administrative functions including Mail, Imaging, Automated Letter Processing, Word Processing, Telephone Operator/ Receptionist, and Centralized Photocopy Services. As a high-volume business center for LACERA, the DPC is expected to process more than 1.8 million document pages for Fiscal Year 2017-18.

This position performs document imaging/scanning and indexing duties under the general direction of a Document Processing Coordinator, LACERA. Incumbents perform typing of general correspondence and form letters for various LACERA divisions; prepare, scan, identify, and route benefit-related mail to the client in-basket or Member Document Library; and sort, stuff, and mail "auto-generated" confirmation letters, informational packets, and miscellaneous correspondence.

Incumbents work independently and must have a thorough knowledge of scanning and imaging systems, document codes, equipment, standards, procedures, and quality control. Positions must exercise sound judgment and resolve problems related to the scanning and indexing of documents. Incumbents may provide assistance with mail room and receptionist services.

Vacancy Information: The current vacancy is in the Document Processing Center of the Administrative Services Division; however, the resulting eligible register for this examination can be used to fill other vacancies in LACERA, as they occur.

Work Schedule: This full-time position is required to work a 5/40 schedule (e.g. an eight (8) hour day, Monday through Friday) for at least the first six (6) months of employment.

The following examples are intended to describe the general nature and level of work performed by persons assigned to each classification. Depending on the assignment, duties may include, but are not limited to the following:

Prepares batches of member documents, reviews documents to ensure appropriate information is present, scans documents into specialized computer system, and assists with the quality control of documents.

Reviews and indexes computerized, imagined documents to ensure accuracy and conformance to accepted standards through the utilization of specialized computer software.

Sets up, adjusts, operates, and performs routine cleaning and maintenance of scanning/imaging equipment.

Provides information in the development of standards and procedures relating to the batching, scanning, and indexing of documents and records.

Operates other office equipment, computer, photocopier, and facsimile.

May retrieve and access file records as requested.

May assist in training staff and provide assistance in mail services operations.

Performs other related duties as required.

OPTION 1: Six (6) months' experience utilizing computer applications -AND- one (1) year of experience operating scanning/imaging equipment in a production business or public entity

OPTION 2: Eighteen (18) months clerical experience, with a least six (6) months' responsible experience operating scanning/imaging equipment.

A valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions.

Demonstrated experience in reviewing, researching, and preparing documents for electronic scanning into a client information management system or document management library.
Demonstrated experience in using a client information management system to research account information.
Demonstrated experience in indexing scanned documents using document management software.
Demonstrated experience in working with and properly handling highly confidential information such as financial, legal, or medical documents.
Demonstrated experience in preparing a high volume of informational packets for mailing, including gathering and collating various letters, forms, and/or other documents.
Demonstrated experience in performing general record keeping and data entry of notes in a client information management system.
Demonstrated experience working in a Microsoft Windows environment.
Strong organizational skills.
Ability to work independently and in a team environment.
To receive credit for the above desirable qualifications, your application must clearly describe your experience.

Knowledge of: General office and receptionist procedures; correct English usage, grammar, spelling, punctuation and vocabulary; interpersonal skills using tact, patience, and courtesy; customer service skills; techniques to deal effectively with a variety of individuals from various cultural and ethnic backgrounds in person and over the telephone; correct English usage, grammar, spelling, punctuation and vocabulary; working knowledge of document types, Workspace, various scanners, Remote Check Deposit Program and scanner, Mailroom tracking systems; principals and applications of Microsoft Office Applications, including Word and Excel.

Ability to: Communicate clearly and effectively, orally and in writing, maintain effective relationships with public and staff; perform effective decision making that includes accurate situation analysis and ability to adopt an effective course of action; establish and maintain effective working relationships with other staff internally and externally; research and analyze detailed information; exercise initiative and independent judgment within defined policies and procedures; perform responsibilities with minimum supervision; interpret written and oral instructions and carry them out; operate a personal computer utilizing Microsoft applications such as Word, Excel, and Internet Explorer to create reports; demonstrate appropriate customer service skills; query, complete reports, and enter data in software databases; understand and follow oral and written directions; organize and plan work of others.
Those applicants, who meet the Minimum Requirements AND most closely match the desired qualifications, will be invited to participate in the examination process.

EXAMINATION CONTENT: This selection process will consist of:
Part I: A qualifying evaluation of application information and the desirable qualifications.
Only the highest qualified applicants as determined under Part I will be invited to continue in the selection process under Part II.
Part II: An Appraisal (Oral) Interview weighted 100%.
The appraisal (oral) interview will assess the applicant's knowledge, experience, and general ability to perform the essential functions of the position.
Those candidates which are determined eligible for hire under the Los Angeles County Civil Services Rules may be invited to the selection process which may be comprised of a selection interview and/or job related assessments.

EXAMINATION NOTIFICATIONS: All selection invitations (e.g. oral, performance, written, etc.) and/or special notices will be sent to candidates via email to the email address provided on the official application only. Ensure your email address is correct at the time of filing. Allegations of not receiving the email notification to the email address provided on the official application will not be considered an acceptable reason to authorize an early or late examination administration.
All other notifications (e.g. Notice of non-acceptance, Notice of Results, etc.) will be mailed via United States Postal Services (USPS) to the mailing address provided on the official application. Test scores/results cannot be given over the telephone.
Allegations of not receiving notifications sent via USPS to the mailing address provided on the official application cannot be considered to authorize an extension of appeal rights.
To ensure that our emails are not filtered into your "junk" or "bulk" folder, please add and to your list of trusted senders.
ELIGIBLE INFORMATION: The names of candidates receiving a passing grade will be placed on the eligible register in the order of their score group for a period of twelve (12) months following the date of promulgation.

Application must be submitted online. Applicants can check the status of their applications at anytime by logging into their account on
The acceptance of an employment application depends upon whether or not an applicant has provided adequate information that clearly demonstrates meeting the Minimum Requirements for the position as stated above. Please complete the application and supplemental questionnaire thoroughly and completely. Information provided in the supplemental questionnaire must be reflected in the application to be considered.
Failure to provide complete information on the employment application and on the supplemental questionnaire will impact the assessment of an applicant's qualifications and acceptance in the selection process.
Applications submitted without the complete work history and the supplemental questions completed in their entirety will be rejected as incomplete. "See application" or "See resume" or copy and paste of work experience is not sufficient or qualifying responses.
Resumes will not be accepted in lieu of the completed application or supplemental questionnaire.
In the space provided for education, include the names and addresses of schools attended, and number of credits, degree, and/or certificate(s) earned.
In order to receive credit for any college course work, or college degree, such as an Associate, Bachelor, Master, Doctorate degree, or for completion of a certificate program, you must include a legible copy of the official diploma, official and/or unofficial transcripts, or an official letter from the accredited institution which shows the area of specialization or official certificate(s) at the time of filing or within ten (10) business days from application submission date.
Applicants must provide the appropriate attachments during application submission, email the documentation to , or fax a photocopy of the required documents to (626) 564-6699 within ten (10) business days of filing. Please include the examination title and number on the documentation.
Failure to provide the appropriate documentation may result in your application being rejected as incomplete and will be removed from consideration.
Your employment history should be listed in order beginning with the most recent.
For each job held, provide the name and address of your employer, your job titles, beginning and ending dates, description of work performed, salary earned, and reason for leaving.
If you have worked in more than one position for one employer, list each job title and/or area of assignment separately on the application to demonstrate your experience in various assignments/occupational areas.
Part-time experience will be evaluated on the basis of its fractional equivalent of a 40-hour workweek.
All required experience must be paid.
This position may require working evenings, weekends, and holidays.
TO APPLY ONLINE GO TO: and click on the Careers link.
Faxed, emailed, or hardcopy (paper) applications will not be accepted.
COMPUTER AND INTERNET ACCESS AT PUBLIC LIBRARIES: For candidates who may not have regular access to a computer or the internet, applications can be completed on computers at public libraries throughout Los Angeles County.
Candidate(s) who complete examination process with acceptable results will be considered by the Department hiring authority. Upon an offer of employment, a comprehensive background investigation will be conducted, which includes verification of experience, and/or education, credit history, and fingerprinting through the California Department of Justice and the Federal

FINGERPRINTING AND SECURITY CLEARANCE: Before a final appointment is made to this position, candidates are subject to security clearance which includes fingerprinting. An individual may be withheld from appointment, if he/she has a conviction record incompatible with the essential duties of the position for which he/she has applied. Any false statement or omission of material fact may cause forfeiture of employment rights. Information presented on employment applications, resumes and during the examination process is subject to verification. Disqualifying factors may include but are not limited to: felony convictions, certain job-related misdemeanor convictions, in cases where driving is a requirement of employment, certain serious traffic convictions or patterns of traffic violations (e.g., 3 or more moving violations within the past 2 years, failure to appear, at-fault accidents, and driving under the influence), illegal use of certain controlled substances and/or poor employment history.

Please note that all information included in the application materials is subject to verification at any point during the examination and hiring process, including after an appointment has been made. Falsification of any information may result in disqualification or rescission of appointment.
Utilizing verbiage from the Classification Specification, Minimum Requirements, and/or Desirable Qualifications serving as your description of duties or responses to the supplemental questions will not be sufficient to demonstrate that you meet the requirements. Doing so may result in your application being incomplete and you may be disqualified. Applications may be rejected at any stage of the examination process.
Requests for accommodation:
Teletype Telephone: (800) 899-4099
Department Contact Name: Connie Chan
Department Contact Telephone: (626) 564-6000 extension 3580
Department Email: