Administrative Assistant I/II/III - Compliance

Description

THE POSITION: This position provides administrative, coordination, and program support to the Compliance Officer and the Health Care Agency (HCA) Office of Compliance and Privacy. The role supports compliance operations, privacy activities, policy tracking, training coordination, committee preparation, audit and corrective action tracking, documentation management, and other confidential administrative functions.
THE IDEAL CANDIDATE: The ideal candidate will be a self-starter with strong administrative, organizational, and technical skills, including experience using Microsoft SharePoint, Forms, Excel, Word, Outlook, and related tools. The candidate should have experience supporting executive-level leaders, confidential administrative functions, and department operations. They will be well-versed in supporting compliance, privacy, healthcare, regulatory, legal, audit, risk, quality, or other highly confidential functions.

They will also demonstrate strong judgment, professionalism, attention to detail, follow-through, and the ability to manage multiple priorities with limited direction. This role will provide administrative support to the Compliance Officer and coordination support to the HCA Office of Compliance and Privacy.
Educational/Bilingual Incentive: Possible educational incentive of 2.5%, 3.5%, or 5% based on completion of Associate's, Bachelor's, or Master's degree. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

Department/Agency: Health Care Agency - Administration

PAYROLL TITLES/APPROXIMATE SALARIES:
Administrative Assistant I - $56,403.59 - $78,914.79 Annually
Administrative Assistant II - $62,010.19 - $86,970.26 Annually
Administrative Assistant III - $68,212.31 - $95,665.94 Annually

Administrative Assistant I/II/III is represented by the Service Employees' International Union Local 721 (SEIU) and is eligible for overtime compensation.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies. There is currently one (1) Regular vacancy.

Tentative Schedule
Opening Date: 5/13/26
Closing Date: 5/26/26

Examples Of Duties

Duties may include, but are not limited to, the following (all levels):

• Provides administrative support to the Compliance Officer, including calendar management, meeting coordination, correspondence, document preparation, follow-up tracking, and organization of confidential materials;
• Provides coordination and administrative support to compliance and privacy functions within HCA;
• Maintains department SharePoint sites, document libraries, trackers, forms, folders, permissions coordination, and related workflow tools;
• Uses Microsoft Forms, Excel, SharePoint, and other tools to collect information, track submissions, monitor completion status, and prepare reports;
• Assists with compliance and privacy tracking logs, including training, policies, investigations, audits, corrective action plans, committee items, vendor documentation, and other department deliverables;
• Prepares agendas, meetings materials, minutes, reports, correspondence, and follow-up items for compliance and privacy meetings;
• Supports compliance and privacy departments with document collection, tracking, reporting, policy updates, audit support, regulatory readiness, and follow-up activities;
• Maintains confidential records and documents in an organized and secure manner;
• Coordinates with internal department to obtain information, follow-up on deadlines, and support compliance and privacy workflows;
• Performs other related duties as required.

Typical Qualifications

These are entrance requirements for the exam process and assure neither continuance in the process nor placement on an eligible list.

Education, Training, and Experience:
Some to considerable education and/or experience which would provide the required knowledge, skills and abilities (KSAs). The required KSAs can typically be demonstrated by:

Administrative Assistant I: P ossession of an Associate's degree in a related field (such as business, public administration, general education, etc.) and one (1) year of related administrative experience.

Administrative Assistant II: P ossession of an Associate's degree in a related field (such as business, public administration, general education, etc.) and two (2) years of related administrative experience.

Administrative Assistant III: P ossession of an Associate's degree in a related field (such as business, public administration, general education, etc.) and three (3) years of related administrative experience.

Additional related experience can be substituted for the education requirement on a year for year basis.
NECESSARY SPECIAL REQUIREMENTS:

• Previous experience supporting departments that work with compliance, privacy, legal, regulatory, auditing, or other confidential administrative functions.
• Intermediate proficiency in the following:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
  • Microsoft SharePoint

DESIRED:

• Proficiency and previous experience using Microsoft Forms

Knowledge, Skills and Abilities:
Working knowledge of: principles and techniques of administrative coordination, report preparation, records management, confidential document handling, public relations, project tracking, meeting support, basic data analysis, and department workflow support.

Working ability to: prepare a variety of reports, correspondence, meeting materials, and tracking documents; communicate clearly orally and in writing; maintain confidentiality; organize and prioritize multiple assignments; follow through on deadlines; use Microsoft Office, Word, Outlook, SharePoint, Forms, and Excel effectively; and establish and maintain effective working relationships with co-workers, leaders, vendors, regulatory agency representatives, and outside contractors.

Recruitment Process

FINAL FILING DATE : Applications must be received by County of Ventura Human Resources, Health Care Agency in Ventura, California, no later than 5:00 p.m. on 5/26/26.

To apply online, please refer to our website at hr.venturacounty.gov . If you prefer to fill out a paper application form, please call (805) 677-5184 for application materials and submit them to County of Ventura Human Resources- Health Care Agency, 646 County Square Drive, Ventura, CA 93003.
Note to Applicants: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application and supplemental questionnaire; however, it/they may not be submitted in lieu of the application.

LATERAL TRANSFER OPTION: If presently permanently employed in another "merit" or "civil service" public agency/entity in the same or substantively similar position as is advertised, and if appointed to that position by successful performance in a "merit" or "civil service" style examination, then appointment by "Lateral Transfer" may be possible. If interested, please click here for additional information.

SUPPLEMENTAL QUESTIONNAIRE - Qualifying: All applicants are required to complete and submit the questionnaire for this exam at the time of filing. The supplemental questionnaire may be used throughout the exam process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION - Qualifying: All applications will be reviewed to determine whether the stated requirements are met. Those individuals meeting the stated requirements will be invited to the written examination.

COMPARATIVE SCREENING - Qualifying: If there is a high number of qualified applicants, a comparative screening will be conducted to determine which of the applicants will be selected for invitation to the oral examination. Applications will be evaluated and ranked according to criteria that most closely meets the needs of the department, so it is essential that applicants provide as much detail as possible and answer all parts of the application and supplemental questions.

ORAL EXAM - 100%: A job-related oral exam will be conducted to evaluate and compare participating applicants' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list. If there are three (3) or fewer qualified applicants, a T&E or an Oral Examination will not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

Applicants successfully completing the exam process may be placed on an eligible list for a period of one (1) year.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, and driving record may be required for this position.

For further information about this recruitment, please contact Erin Niemi by e-mail at erin.niemi@venturacounty.gov or by telephone at (805) 654-2568.
EQUAL EMPLOYMENT OPPORTUNITY
The County of Ventura is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

Service Employees International Union (LOCAL 721)

(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Codes: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS

Closing Date/Time: 5/26/2026 5:00 PM Pacific

• 

• County of Ventura

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