Office Assistant III-Confidential

Description

We're excited to announce three distinct opportunities for the Office Assistant III - Confidential role. This is more than just a job; it's a fantastic opportunity to build a rewarding career with the County of Ventura.

THE POSITION:
Under general supervision, you'll perform a wide variety of essential clerical duties. These roles involve crucial support activities, including dedicated customer service, precise document preparation and processing, meticulous record management, accurate data entry, efficient general office logistics, compiling vital information, and skilled scheduling.

There are currently three (3) positions available within the following three agencies:

• County Executive Office (CEO) - Fiscal and Administration:

This position will serve as a receptionist for the division. The ideal candidate will bring at least three (3) years of experience delivering outstanding customer service in a fast-paced office setting, with a proven ability to handle sensitive and confidential information with discretion. This role involves frequent high-level interactions within both the County Executive Office and the Board of Supervisors Office, alongside completing detailed clerical assignments with precision and professionalism.

• Health Care Agency - Human Resources (HCA - HR):

This position will function as a receptionist and will serve as the welcoming face and voice for the Human Resources team. The ideal candidate for this position will possess at least three (3) years of experience demonstrating excellent multitasking skills, composure under pressure, and a commitment to exceptional customer service in a dynamic environment. Beyond a pleasant demeanor, the successful candidate must efficiently manage competing priorities, confidently address unexpected challenges, and act as a dependable point of contact for customers and the HCA - HR office.

• Retirement Administration (VCERA):

This position will serve as a receptionist for the division, involving frequent and sometimes high-volume public contact. The ideal candidate will have at least three (3) years of experience demonstrating excellent public contact and customer service skills. They should be adept at building and maintaining effective working relationships with others, possess strong organizational skills, and have experience working in a fast-paced professional environment.

Distinguishing Characteristics:

Office Assistant III-Confidential Clerical (CC) is the advanced journey-level classification in this job series. Incumbents perform clerical duties requiring the application of specialized program knowledge in support of ongoing operations and services.

The classification of Office Assistant III-CC is distinguished from other Office Assistant classifications by occasional exposure to confidential employee relations information as designated by Government Code 3513. (f).

EDUCATIONAL/BILINGUAL INCENTIVE: Incumbents may be eligible for an educational incentive of 2.5%, 3.5%, or 5% based on completion of an associate, bachelor's, or master's degree that is not required for the classification. Incumbents may also be eligible for a bilingual incentive depending on operational need and certification of skill.

The eligible list established from this recruitment will be used to fill current and future Regular (including Temporary and Fixed-Term), Intermittent, and Extra-Help vacancies for this and similar vacancies. As previously stated, there are currently three (3) vacancies; one (1) vacancy is within the County Executive Office, one (1) vacancy is within the Health Care Agency, and one (1) vacancy is within Retirement Administration.

The Office Assistant III - Confidential Clerical is a Confidential classification and is eligible for overtime compensation.

TENTATIVE SCHEDULE
OPENING DATE: July 3, 2025
CLOSING DATE: July 10, 2025, at 5:00 p.m.

Examples Of Duties

Depth and breadth of assignments may include, but are not limited to the following:

• Serves as a primary point of contact for the office, handling a high volume of internal and external inquiries via various communication channels. This includes greeting and assisting individuals, answering routine questions, screening and routing calls, explaining procedures, and maintaining a professional, customer-focused demeanor.
• Assists with various human resources and administrative functions, including supporting employee onboarding processes (e.g., badge issuance and collecting forms), processing leave paperwork, and assisting with benefits inquiries.
• Performs general clerical tasks including filing, data entry, printing, copying, organizing, maintaining physical and electronic files, and identifying and reporting observed inconsistencies or inefficiencies in existing procedures to management.
• Provides general office support and manages executive support tasks such as, distributing incoming mail, maintaining calendars, scheduling meetings, updating office directories, ordering supplies, submitting maintenance and housekeeping requests, and managing records storage and surplus requests.
• Prepares, validates, processes, and checks documents such as personnel/payroll records, employment applications, requisitions, and invoices for completeness and accuracy.
• Types, proofreads, and finalizes various correspondence, forms, and documents with attention to grammar, spelling, and punctuation.
• Researches reference materials (e.g., Personnel Rules & Regulations, Administrative Manual, MOAs) to respond to customer and management inquiries and compiles information for executive use.
• May assist with the preparation of reports and PowerPoint presentations, screening correspondence, and provide clerical support, as a back-up, for executive leadership, as needed.
• Operates office equipment such as computers, scanners, and copiers to update and extract information and may assist with the production of routine reports and correspondence.
• Performs other related duties as assigned.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on the eligible list.

EDUCATION, TRAINING, and EXPERIENCE:
Any combination of education, training, and experience equivalent to three (3) years of office clerical experience.

NECESSARY SPECIAL REQUIREMENTS:

• Intermediate proficiency in Microsoft Word and Excel.
• Excellent written communication skills must be demonstrated in the application and the supplemental questionnaire.

DESIRED for CEO only :

• Experience utilizing Visio.

• Experience working in a human resources environment.
• Experience utilizing PowerPoint and Adobe Acrobat.

• Working knowledge of Ventura County Human Resources Payroll system (VCHRP) and AbsenceSoft.

DESIRED for HCA - HR only :

• Experience utilizing Canva and Survey Monkey.

• Experience utilizing PowerPoint and Adobe Acrobat.
• Experience working in a human resources environment.

• Working knowledge of Ventura County Human Resources Payroll system (VCHRP).
• Bilingual in Spanish.

DESIRED for VCERA only :

• Experience utilizing Adobe Acrobat.
• Intermediate proficiency with Microsoft Outlook.

• Working knowledge of VCERA’s Pension Administration System: V3.
• Experience with and general knowledge of Pension Plan Administration.

KNOWLEDGE, SKILLS, and ABILITIES:

Thorough knowledge of:

• Modern office methods and practices;
• Record maintenance systems such as Ventura County Human Resources Payroll System (VCHRP), AbsenceSoft, and VCERA’s Pension Administration System: V3;
• Letter writing and report compilation;
• Public contact and customer service techniques.

Considerable knowledge of:

• The operations, procedures, and practices used in support of the function to which assigned;
• Techniques to expedite or improve clerical tasks and record processing;
• Correct English usage, spelling, grammar, and punctuation.

Skill in:

• Utilizing Microsoft Word, Excel, and Outlook;
• Utilizing Canva, PowerPoint, Adobe Acrobat, Visio, and Survey Monkey.

Ability to:

• Maintain confidentiality;
• Perform and coordinate clerical work with accuracy and attention to detail;
• Perform basic mathematical calculations;
• Set up and maintain records and filing systems;
• Extract information from a variety of sources;
• Operate a variety of office equipment and computer programs;
• Multitask in a fast-paced environment;
• Establish and maintain cooperative working relationships;
• Communicate effectively both orally and in writing.

Recruitment Process

FINAL FILING DATE: Applications must be received by the County of Ventura, Human Resources in Ventura, California, no later than 5:00 p.m. on July 10, 2025.

To apply online, please refer to our website at www.ventura.org/jobs. A paper application can be obtained by calling (805) 654-5129. Our address is County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

NOTE: 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 (Download PDF reader) (Download PDF reader) for additional information.

NOTE TO APPLICANTS: Sufficient information must be provided under the Education/Work Experience portion of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications to determine eligibility. A resume may be attached to supplement your responses in the above-referenced sections; however, it may not be submitted in lieu of the application.

SUPPLEMENTAL QUESTIONNAIRE - Qualifying

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

APPLICATION EVALUATION- Qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the examination process.

WRITTEN EXAMINATION - 100%: Anun-proctored, online, internet-based job-related written examination will be conducted to test applicants' knowledge, skills and abilities in relation to customer service/office practices, interpersonal relations, comparison, English usage, math, reading comprehension, and filing/records management. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

ELIGIBLE LIST:

Candidates successfully completing the examination 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, criminal background information and driving record, may be required for this position.

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.
For further information regarding this recruitment, please contact Yvonne Martinez by email at Yvonne.Martinez@ventura.org or by telephone (805) 654-3051.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

MANAGEMENT

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: MB3, MB4, MS, MT,MCC, OU

Closing Date/Time: 7/10/2025 5:00 PM Pacific

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• County of Ventura

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