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Management Assistant III - Behavioral Health, Bilingual Required

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Management Assistant III - Behavioral Health, Bilingual Required

Salary

$50,404.19 - $70,538.14 Annually

Location

Oxnard, CA

Job Type

Full-Time

Job Number

1333HCA-25AA (RF)

Department

Health Care Agency

Division

Behavioral/Mental Health

Opening Date

08/26/2025

+ Description

+ Benefits

+ Questions

Examples Of Duties

Under general supervision, performs a wide variety of secretarial and routine administrative functions, for one to three directors and/or management personnel. Incumbents holding these positions must possess considerable knowledge of the assigned agency/departmental programs, terminology, policies, and procedures.

Management Assistant III is the advanced journey level classification in this job series. Incumbents independently perform secretarial and administrative support duties in support of department or agency heads.

The ideal candidate

The ideal candidate is a detail-oriented professional with excellent organizational, time management, problem solving, interpersonal and communication skills, and displays initiative and adaptability to shifting priorities. In addition, the ideal candidate will be computer literate with strong Microsoft Word, Excel, PowerPoint, SharePoint and Visio skills; experience working with financial software, and will have substantial experience taking meeting minutes creating memos, positing meeting agendas, and demonstrated experience adhering to the Brown Act and open meeting requirements as well as the ability to address public inquiries with sensitivity, tact, diplomacy and consistency with department rules, practices and protocols. They will also maintain confidentiality and professional decorum. Furthermore, the ideal candidate will have the ability to independently perform a variety of advanced administrative functions using department policies and procedures.

EDUCATIONAL/BILINGUAL INCENTIVE

Possible educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree.

Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

AGENCY/DEPARTMENT: Health Care Agency – Behavioral Health

Management Assistant III is represented by the Service Employees International Union (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 are currently two (2) Regular vacancies.

TENTATIVE SCHEDULE

OPENING DATE: August 26, 2025

CLOSING DATE: Continuous and may close at any time; therefore, the schedule for the remainder of the process will depend upon when we receive a sufficient number of qualified applications to meet business needs. It is to your advantage to apply as soon as possible. Previously: (S eptember 09, 2025)

Typical Qualifications

Duties may include, but are not limited to the following:

+ Acts as the administrator's receptionist, screening office and telephone callers, refers inquiries appropriately and personally assisting those whose business does not require the administrator's personal attention.

+ Screens incoming correspondence, arranging items by priority for the administrator's reply, referring matters to other staff as appropriate and preparing correspondence regarding matters not requiring the administrator's personal attention.

+ Make appointments and arrange conferences and meetings for the administrator, exercising considerable discretion in commitment of the administrator's time.

+ Researches, compiles, and organizes information for use by the administrator in the completion of reports, recommendations, and special projects, preparing reports and projects for the administrator's approval upon request.

+ Takes meeting minutes and transcribe the minutes or record dictation for dissemination or public notice.

+ Performs filing, copying, scanning, and related tasks as required.

+ Prepares and maintains a variety of office files and records, in a variety of formats, including electronically, and make appropriate recommendations for changes in clerical and office procedures as necessary.

+ Serves as liaison between the administrator, staff, and representatives from other departments and agencies, personally transmitting messages, requests and instructions as appropriate.

+ Relieves the administrator of routine personnel on-boarding, budget, timekeeping, and purchasing tasks and other operational details as necessary.

+ May perform lead functions over other clerical personnel.

+ May be assigned duties which involve clerical accounting or bookkeeping.

+ 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

Considerable secretarial and administrative office experience which has led to the acquisition of the required knowledge and abilities. The required knowledge and abilities also can be obtained by:

Any combination of education, training, or experience equivalent to three (3) years of increasingly responsible secretarial or administrative support experience.

NOTE: Secretarial or administrative support experience is work best represented by a high degree of independent and personal discretion while using department policies and procedures to address operational details like screening, referring appropriately, or personally resolving issues that may not require a director's or a manager's personal attention.

NECESSARY SPECIAL REQUIREMENTS

+ Bilingual – Spanish/English

+ Familiarity with the Brown Act and Roberts Rules of Order for public forum assemblies.

+ Experience with disseminating minute taking

+ Intermediate skill level in Excel and Word.

DESIRED

+ Experience in applicant tracking systems and/or payroll database systems (for example: Ventura County Human Resources Payroll (VCHRP), SIRE and/or NeoGov Applicant Tracking System).

+ Beginner skill level (limited instruction) in PowerPoint, SharePoint and/or Visio.

+ Excellent organizational, time management, interpersonal and communication skills.

Recruitment Process

FINAL FILING DATE: This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested in it. Your application must be received by County of Ventura Human Resources no later than 5:00 p.m. on the closing date.

Previously: Your application must be received by the County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on September 9, 2025.

To apply online refer to our web site: hr.ventura.org. 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 Dr., Ventura, CA 93009.

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 (http://vcportal.ventura.org/CEO/HR/docs/Lateral\_Transfer.pdf) )for additional information.

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.

APPLICATION EVALUATION – qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the selection process.

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 consideration.

WRITTEN EXAMINATION - 100%: A non-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.

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 more information about this recruitment, please contact Rhiannon Flores by e-mail [email protected] by telephone at (805) 677-5183.

Service Employees International Union (LOCAL 721)

(SEIU)

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 Code: UPP

01

Describe your experience with the Brown Act and Robert Rules of Order for forum assemblies.

Provide details and examples to demonstrate the scope of your experience in this area including the following:

A. Employer(s) Name

B. Time Frame (start and end dates in mo./yr format) and hours worked per week

C. Your Title(s)

D. Brief Description of Duties/Responsibilities

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

02

List the computer systems or programs with which you have experience, such as applicant tracking, payroll, financial, or other systems.

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

Provide details and examples to demonstrate the scope of your experience in this area including the following:

A. Employer(s) Name

B. Time Frame (start and end dates in mo./yr format) and hours worked per week

C. Your Title(s)

D. Brief Description of Duties/Responsibilities

03

Describe your experience with disseminating meeting minutes.

A. Employer(s) Name

B. Time Frame (start and end dates in mo./yr format) and hours worked per week

C. Your Title(s)

D. Brief Description of Duties/Responsibilities

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

04

Please indicate your skill level with Microsoft Excel

+ No Experience

+ Beginner

+ Intermediate

+ Advanced

05

Please indicate your skill level with Microsoft Word.

+ No Experience

+ Beginner

+ Intermediate

+ Advanced

06

Please indicate your skill level with PowerPoint.

+ No Experience

+ Beginner

+ Intermediate

+ Advanced

07

Please indicate your skill level with SharePoint.

+ No Experience

+ Beginner

+ Intermediate

+ Advanced

08

Please indicate your skill level with Viso.

+ No Experience

+ Beginner

+ Intermediate

+ Advanced

09

Are you bilingual – English/Spanish

+ Yes

+ No

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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