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Human Resources Assistant

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Human Resources Assistant

Salary

$55,061.83 - $77,094.12 Annually

Location

Ventura, CA

Job Type

Full-Time Regular

Job Number

1354CEO-25AA (EO)

Department

CEO-HR HCA Division

Opening Date

07/24/2025

Closing Date

7/31/2025 5:00 PM Pacific

+ Description

+ Benefits

+ Questions

Description

Under direction, performs a variety of clerical duties in support of recruitment and certification operations for the County Executive Office, Health Care Agency – Human Resources. Support activities include requisition management, examination proctoring, public contact, customer service, records maintenance, document production, and data processing. The ideal candidate will be a self-starter who possesses strong organizational, customer service, interpersonal and communication skills. They will exercise attention to detail and be able to respond and adapt to changing working conditions. Furthermore, the ideal candidate will have experience supporting a public sector HR Unit’s business operation consistent with County Human Resources policies and procedures and is skilled in the use of Microsoft Word, Excel, an automated Payroll system and an automated applicant tracking system.

The Office Assistant-Confidential classification is distinguished from other Office Assistant classifications by exposure to confidential and sensitive information on internal County matters pertaining to the decision-making process of the County affecting labor relations transactions and/or employer-employee related activity.

PAYROLL TITLE: Office Assistant IV-Confidential

AGENCY/DEPARTMENT: County Executive Office - Human Resources, Health Care Agency (CEO-HR HCA Division)

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

Office Assistant IV - Confidential is a Management/Confidential classification and is eligible for overtime compensation. Incumbents in this classification are eligible for benefits at the MB4 level.

TENTATIVE SCHEDULE

OPENING DATE: Thursday, July 24, 2025

CLOSING DATE: Thursday, July 31, 2025, at 5:00 p.m.

(Previously: Friday, August 08, 2025, at 5:00 p.m.)

APPLICATION REVIEW COMPLETE: Week of August 11, 2025

Examples Of Duties

Duties may include but are not limited to the following:

+ Processes certification and recruitment requests.

+ Explains programs, policies, and activities related to the specific human resources area of assignment.

+ Uses various computer systems, such as PeopleSoft and NeoGov, or similar system while learning advanced functions to then train others in how to navigate and leverage such systems to full capacity.

+ Proctors exams such as written, bilingual, and practical.

+ Assists in position control number management.

+ Researches and analyzes documents to locate information needed to complete tasks.

+ Composes, creates, formats, edits, types, proofreads, duplicates and distributes correspondence, notices, lists, forms, memoranda, calendars, reports, manuals, brochures, and other Human Resources materials using a variety of software applications including word processing and spreadsheet applications.

+ Relieves human resources staff of office and administrative details, such as answering telephones, opening incoming mail/email, preparing outgoing mail and email messages, scheduling meetings/exams, proctoring, and/or copying.

+ Serves as liaison between Human Resources staff and the general public; provides general and specialized information and assistance that requires the use of judgment, tact, and sensitivity and the interpretation of policies, rules, and procedures; independently resolves complaints.

+ Researches, compiles, and organizes information for use by the human resources staff in the completion of reports, recommendations, and special projects.

+ Assists employees and/or applicants with completion of forms.

+ Establishes and maintains complex and interrelated filing systems; files a wide variety of documents and enters data into various computer systems in an accurate and timely manner.

+ Assists in departmental personnel and onboarding administration.

+ Performs other related duties as required.

Typical Qualifications

These are the 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 and experience which has led to the acquisition of the required knowledge, skills and abilities.

The required knowledge, skills and abilities also can be obtained by:

+ Four (4) years of increasingly responsible office clerical experience, which includes experience providing customer service to employees and the general public.

OR

+ Possession of an Associate's degree in Business or Public Administration or related field AND two (2) years of increasingly/progressively responsible clerical experience.

NECESSARY SPECIAL REQUIREMENTS:

+ Some experience establishing and maintaining effective working relationships with co-workers, managers and the general public;

+ Excellent customer service skills;

+ Intermediate proficiency with Microsoft Word and Excel;

+ Strong written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.

DESIRED:

+ Some knowledge of payroll or Human Resources systems, such as Peoplesoft, NeoGov, or similar systems.

+ Experience adhering to terms of Memorandums of Agreement (MOAs), contracts, or rules and regulations.

+ Willing to work overtime or weekends.

KNOWLEDGE, SKILLS and ABILITIES

Thorough knowledge of:

+ Modern office methods and practices;

+ Record maintenance systems;

+ Letter writing and report compilation and public contact techniques.

Considerable knowledge of:

+ The operations, procedures and practices used in support of public sector human resources departments;

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

+ Correct English usage, spelling, grammar and punctuation.

Thorough ability to:

+ Maintain confidentiality;

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

+ Set up and maintain records and filing systems and extract information from a variety of sources;

+ Establish and maintain cooperative working relationships.

Position may involve moderate to heavy public contact depending on assignment.

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 Thursday, July 31, 2025.

(Previously: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Friday, August 08, 2025.)

To apply online, please refer to our website at www.ventura.org/jobs. If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to 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) 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 and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from further consideration. It is highly recommended that the supplemental questions within the application are completed with care and diligence. Responses such as "See Resume" or "Refer to Resume" are not acceptable and may disqualify an applicant from further evaluation.

APPLICATION EVALUATION - qualifying

All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the recruitment process.

WRITTEN EXAMINATION - 100%

An un-proctored, online, internet-based job-related written examination will be conducted to test applicants' knowledge of charts and tables, office practices and filing, reading comprehension, mathematics, proofreading and leaderships skills for successful performance on the job. Examinees 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.

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 within CEO-HR/HCA. There is currently one (1) vacancy with the County Executive Office, Human Resources - Health Care Agency.

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 Esmeralda Oseguera by email at [email protected] or by telephone at (805) 477-7268.

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

Sufficient information must be provided under the Education/Work Experience portions of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications to determine eligibility. Further, we are seeking candidates who demonstrate exemplary written communication skills in the completion of the application materials, so care and diligence should be exercised in answering the following questions. Finally, please be aware that we do not expect all candidates to have each type of experience in the following sections. Please be as honest and accurate as possible. Do you understand this statement?

+ Yes

+ No

02

Please choose the statement below which best indicates your highest level of education completed.

NOTE: College coursework must be from an institution recognized by the U.S. Department of Education as an accredited college or university. If college coursework is from a foreign institution a certificate of accreditation must be included verifying the level of coursework.

+ High school diploma or GED

+ Associate's degree in Business or Public Administration or related field.

+ Bachelor's degree or higher

03

Which option below best describes your full-time increasingly responsible office clerical experience which includes providing customer service to employees and the general public?

(NOTE: Full time is considered 40 hours per week; anything less than that must be prorated.)

+ 0 to less than 2 years

+ 2 to less than 4 years

+ 4 or more years

04

Describe your increasingly responsible office clerical experience. In your response, include:

A) Name of employer(s) where you gained this experience

B) Type of clerical work you performed

C) An example which demonstrates your skill in this area

If you do not have this experience type, "No Experience".

05

Describe your experience providing exemplary customer service in a professional environment. In your response, include:

A) Description of the customers you served

B) Brief description of the type of service you provided

C) Example of a problem you have resolved which illustrates your commitment and service orientation

If you do have this experience, type "No Experience".

06

Indicate your skill level with Microsoft Excel using the checkbox below.

+ None

+ Beginner

+ Intermediate

+ Advanced

07

Describe your experience with Microsoft Excel. In your response, include:

A) Name of employer(s) where you obtained the experience

B) Functions for which you used Excel (creating new and/or updating existing spreadsheets, sorting/filtering, and creating basic formulas, etc.)

If you do not have this experience, type "No Experience".

08

Indicate your skill level with Microsoft Word using the checkbox below.

+ None

+ Beginner

+ Intermediate

+ Advanced

09

Describe your experience with Microsoft Word. In your response, include:

A) Name of employer(s) where you obtained the experience

B) Types of documents created and/or functions used

If you do not have this experience, type "No Experience".

10

Provide an example that demonstrates your ability to establish and maintain effective working relationships with co-workers, other County personnel and the general public. In your response, be sure to include the name of the employer at which you acquired the experience.

If you do not have this experience, type "No Experience".

11

Describe your experience working with the following systems:

I. An automated human resources/payroll management system.

II. Human Resources applicant tracking systems.

In your response, include the following:

a. System module(s) you worked with

b. Functions you have used in these systems

c. Your specific job duties and responsibilities using these systems

If you do not have this experience, type "No Experience".

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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