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Economic Vitality & Service Excellence Office Assistant

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Economic Vitality & Service Excellence Office Assistant

Salary

$44,844.76 - $62,788.81 Annually

Location

Ventura, CA

Job Type

Full-Time Regular

Job Number

1349CEO-25AA (YM)

Department

County Executive Office

Opening Date

05/19/2025

Closing Date

5/23/2025 5:00 PM Pacific

+ Description

+ Benefits

+ Questions

Description

Are you a proactive, detail-oriented professional passionate about public service and organizational excellence? The County of Ventura is seeking an Office Assistant to support the clerical operations of our Economic Vitality and Service Excellence Program. This role ensures the smooth execution of countywide Economic Vitality efforts, Lean Six Sigma training, strategic plan tracking, and internal logistics coordination. If you thrive in a fast-paced environment and love connecting details to drive large-scale impact, this position is for you.

What We Offer

The County of Ventura offers an attractive compensation and benefits package. Aside from our base salary range, an employee within this position will also be eligible for the following:

+ New Hire/Retention/Referral Incentive: New hires may be eligible for a one-time New Hire Incentive up to 10% of the current annual base wage. (Subject to the applicable section of the Management Resolution (Secs. 625 – 627)

+ Educational Incentive for completion of an associate degree (2.5%), a bachelor's degree (3.5%), or a graduate degree (5%) that is not required for the position.

+ Annual Leave Redemption/Accrual: The option to cash out up to 100 hours out of 208 total accrued Annual Leave hours per year. A candidate selected for this position will earn 208 hours per year increasing to 288 hours after 5 years of service.

+ Deferred Compensation: Section 457 Plan and/or 401(k) Shared Savings Plan with up to a 3% match on your 401(k) contributions.

+ Health Plans: You are afforded a flexible credit allowance of up to $21,450 annually for purchasing medical, dental, and/or vision insurance from a group of authorized plans.

+ Flexible Spending Accounts: Pre-tax benefit towards eligible medical, dental, and vision care expenses.

+ Pension Plan: Participation in the County's defined benefit plan which has reciprocity with CalPERS.

+ Bilingual Incentive: Proficiency levels by exam are $.69 per hour (Level I), $1.00 per hour (Level II), or $1.32 per hour (Level III).

+ Holidays: 12 paid days per year which includes a scheduled floating holiday.

POSITION:

The Economic Vitality & Service Excellence Office Assistant supports the operational backbone of the County’s Service Excellence initiatives and Economic Vitality efforts. This role provides journey-level clerical support for training programs, communication and coordination logistics, and compliance tracking. The position provides support by managing timelines, supporting reporting functions, and enabling staff and departmental coordination, by serving as a central point of contact, facilitating communication between teams, and ensuring alignment of schedules, resources, and responsibilities across departments to support efficient program execution

Under general supervision, performs a variety of clerical duties in support of Clerk of the Board operations. Support activities may include public contact, customer service, records maintenance, document production, and/or processing data.

IDEAL CANDIDATE:

The ideal candidate will have excellent public contact and customer service skills with some knowledge of and experience with the processes, procedures and practices used in support of the County Executive Office operations, as well as proficient computer software skills.

Distinguishing Characteristics:

Office Assistant II-Confidential is the journey level classification in the job series. Incumbents perform a variety of clerical duties according to established criteria and prescribed procedures. Some independent judgment is required in choosing among alternative courses of action in mostly standardized operations or routine situations.

VETERANS POINTS: This position is classified as eligible for Veteran's Preference Points, as designated by the Director of Human Resources. Eligible candidates may receive these points. To be considered for Veteran's preference, applicants must submit their discharge papers or a certified copy before the final filing date of the job posting.

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 for this and similar vacancies. There is currently one (1) Regular, Full-Time vacancy within the County Executive Office.

DEPARTMENT/AGENCY: County Executive Office - Economic Vitality & Service

Office Assistant II-Confidential is a Management/Confidential classification and is eligible for overtime compensation.

TENTATIVE SCHEDULE:

OPENING DATE: May 19, 2025

CLOSING DATE: May 23, 2025, at 5:00 p.m.

Examples Of Duties

Duties may include but are not limited to the following:

+ Schedules and supports internal and external meetings, trainings, and reporting sessions, including logistics such as locations, technology, food & beverage, and materials;

+ Tracks and reports on Service Excellence participation, training compliance, onboarding milestones, software usage, and follow-up actions, ensuring alignment with departmental and countywide goals;

+ Prepares and distributes meeting and training materials; tracks action items and follow-up activities;

+ Provides administrative support for countywide recognition programs tied to Service Excellence;

+ Types a variety of documents in draft and final form, such as correspondence, standard forms, charts, and reports from written, recorded, printed sources, and/or verbal instructions, proofreads typed materials for correct grammar, spelling, and punctuation;

+ Compiles routine reports and records by extracting and/or tabulating information from a variety of sources, such as electronic and paper files, correspondence, meeting notes, logs, previous reports, and/or verbal instruction.

+ Researches reference materials to respond to customer or management inquiries.

+ Maintains and organizes digital and physical files;

+ Validates, maintains, and submits invoices for payment;

+ Orders and maintains office and training supplies;

+ Supports onboarding logistics such as organizing paperwork, scheduling orientation, and ensuring the employee has the necessary office supplies and equipment; and

+ Performs other related duties as required.

Typical Qualifications

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

EDUCATION, TRAINING, and EXPERIENCE :

Any combination of education, training, and experience equivalent to two (2) years of increasingly responsible clerical experience.

NECESSARY SPECIAL REQUIREMENTS:

+ Strong organizational skills.

+ Customer service experience.

+ Intermediate proficiency with Microsoft Office Suite, including Word, Excel and PowerPoint.

+ Strong interpersonal and oral communication

+ Strong written communication skills must be demonstrated in the completion of your application.

DESIRED

+ General understanding of Learning Management Systems (LMS) and SharePoint.

KNOWLEDGE, SKILLS, and ABILITIES:

Working knowledge of:

+ Modern office methods and practices;

+ Record maintenance systems; and

+ Letter writing and report compilation and public contact techniques.

Considerable knowledge of:

+ The Service Excellence operations, procedures and practices used in support of the function to which assigned;

+ Techniques to expedite or improve clerical tasks and record processing;

+ Effective communication practices.

+ Customer service.

+ Office software (e.g., Microsoft Office Suite).

+ Correct English usage, spelling, grammar, and punctuation.

Working skill in:

+ Using Microsoft Office Suite including Word, Excel and PowerPoint or similar tools for tracking and organizing data; and

+ Data entry and database management.

Working ability to:

+ Maintain confidentiality;

+ Perform and coordinate clerical work with accuracy and attention to detail;

+ Research, compile, and extract information from a variety of sources;

+ Operate a variety of office equipment;

+ Establish and maintain cooperative working relationships; and

+ Communicate effectively, both orally and in writing.

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Friday, May 23, 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 (http://vcportal.ventura.org/CEO/HR/docs/Lateral\_Transfer.pdf) (Download PDF reader) or 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 substituted 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%:

A job-related online written exam will be administered to test applicants’ knowledge of Office Practices, Reading Comprehension, Comparison, Filing, Vocabulary, Spelling, Math, Form Completion/Checking. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

Applicants 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 about this recruitment, please contact Yvonne Martinez via e-mail at [email protected] or by telephone at (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 (https://hr.ventura.org/benefits) or you may call (805) 654-2570.

+ Retirement FAQ's (https://vcportal.ventura.org/CEO/benefits/docs/RETIREMENT%20-%20FAQs.pdf)

+ Memorandum of Agreement

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

01

How many years of progressively responsible clerical experience do you have?

NOTE: Stated experience must be supported by duties listed in work experience section of the job application. Additionally, any amount of time worked less than 40 hours per week must be pro-rated.

+ No experience.

+ 1 year

+ 2 years

+ 3 years or more

02

Briefly describe your office clerical experience. Include experience organizing, scanning and filing documents, and your experience using copiers, scanners and printers.

NOTE: Stated experience must be supported by duties listed in the work experience section of the job application. Additionally, any amount of time worked less than 40 hours per week must be pro-rated.

If you do not have this kind of experience, please type, “No experience.”

03

Describe your experience providing exemplary customer service. In your response, be sure to illustrate the following:

A) A description of the customers you served,

B) A brief description of the type of service you provided, and

C) An example of a problem you have resolved which illustrates your commitment and service orientation.

NOTE: Stated experience must be supported by duties listed in the work experience section of the job application. Additionally, any amount of time worked less than 40 hours per week must be pro-rated.

If you do not have this kind of experience, please type, “No experience.”

04

Please describe your experience managing overlapping meetings or training sessions. In your response, include how you have ensured all participants received necessary materials in advance and how you maintained both digital and physical records for easy retrieval and reference.

NOTE: Stated experience must be supported by duties listed in the work experience section of the job application. Additionally, any amount of time worked less than 40 hours per week must be pro-rated.

If you do not have this kind of experience, please type, "No experience."

05

Select your level of proficiency in Microsoft Word from the options below.

+ No experience.

+ Basic – This level of skill is sufficient to perform daily word processing tasks, such as, producing routine letters, memoranda, and informal reports. A person with this level of skill is able to use basic formatting, editing, printing functions, and understands the document page setup.

+ Intermediate – This level of skill is necessary in order to use and create a variety of templates, complex tables, merges; manage table data, sort and filter merges, and also perform basic work with existing Macros. A person with this level of skill is able to customize toolbars, import and insert graphs, embed Excel data, and elaborate reports.

+ Advanced – This level of skill is required in order to produce very large, complex formal documents that require a table of contents, footnotes, endnotes, bookmarks, and other special elements. A person with this level of skill is able to use and create a wide range of graphic effects and has full mastery of Macro commands.

06

Select your level of proficiency in Microsoft Excel from the options below.

+ No experience.

+ Basic – This level of skills is sufficient to enter and correct data, modify a workbook, format a worksheet, and use printing functions.

+ Intermediate – This level of skill is necessary in order to work with multiple worksheets, filter data, use integrated functions and manipulate databases. With this level of skill, a person understands the concepts of databases and is able to work with charts and use the list management capabilities of Excel.

+ Advanced – This level of skill is required to use advanced techniques for analyzing and manipulating data in Excel. A person with this level of skill is able to automate some operations, manage Macro commands, and create MS Excel applications.

07

Select your level of proficiency in Microsoft PowerPoint from the options below.

+ No experience.

+ Basic –This level of sill is sufficient to create a simple presentation, run it, and print it.

+ Intermediate – This level of skill is necessary in order to customize templates and make a presentation interactive by using hyperlinks and action buttons.

+ Advanced – This level of skill is required to achieve slideshow automation, graphics and multimedia in the presentation, customize templates and make a presentation interactive with video clips, pictures, hyperlinks and action buttons.

Required Question

Employer

Ventura County

Address

800 S. Victoria Avenue LOC. #1970 Ventura, California, 93009

Phone

(805) 654-5129

Website

http://hr.ventura.org

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