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Administrative Assistant IV

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Administrative Assistant IV

Salary

$72,454.20 - $101,619.78 Annually

Location

Ventura, CA

Job Type

Full-Time Regular

Job Number

1615HCA-25AD (VM)

Department

Health Care Agency

Division

Ambulatory Care

Opening Date

10/31/2025

Closing Date

11/7/2025 5:00 PM Pacific

+ Description

+ Benefits

+ Questions

Description

THE DEPARTMENT: Ambulatory Care is a comprehensive system of primary and specialty care clinics conveniently located throughout Ventura County. In alignment with the mission of the Ventura County Health Care Agency, our dedicated team of physicians, nurses and other health care professionals is committed to setting the standard for excellence in patient care.

Ambulatory Care delivers high-quality outpatient services at all levels - from preventive case such as annual physicals and flu vaccinations, to routine care like lab work and follow-up visits, to complex management of chronic medical conditions.

Serving as a medical home for patients, Ambulatory Care is designed to meet a wide range of health needs with compassion and expertise. Our goal is to foster healthy people in healthy communities across Ventura County.

THE POSITION: Under direction of the Ambulatory Care CEO/Medical Director, provides high-level executive and administrative support to the CEO/Medical Director and the Ambulatory Care Executive Team. They'll manage complex calendars, correspondence, travel arrangements, and confidential materials while supervising the administrative support team. The role involves preparing and analyzing reports, coordinating meetings, and serving as a key liaison between executives, staff, and external partners. The incumbent will ensure efficient office operations, prioritize competing demands, and support departmental personnel, budget, and administrative functions with a high degree of professionalism, discretion and independence.

THE IDEAL CANDIDATE: The ideal candidate should have experience working in a fast-paced environment, providing high-level administrative and analytical support to executive leadership. They will be a well-organized and detail-oriented professional with demonstrated experience in supervising staff, coordinating complex schedules for executives, and managing competing priorities under pressure. This individual should possess strong analytical and technical skills, including the ability to develop, maintain, and present reports and dashboards to support data-driven decision-making. Proficiency in Excel, Word, PowerPoint, Outlook, and other business applications is essential. The successful candidate will exercise sound judgment, discretion, and diplomacy when handling confidential or sensitive information, while demonstrating initiative and the ability to anticipate and align the CEO/Medical Director's needs with the goals of Ambulatory Care and the broader Health System.

This is an excellent opportunity to join a mission-driven, collaborative team committed to improving the health and well-being of our diverse community.

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 may also be eligible for the following:

+ Educational Incentive: An educational Incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, or 5% for completion of a graduate's degree.

+ Bilingual Incentive: Incumbents may be eligible for bilingual incentive depending upon operational need and certification of skill. Proficiency levels by exam are $0.69/hour (Level I), $1.00/hour (Level II), or $1.32/hour (Level III).

+ Merit Increases: New employees serving their initial County service probationary period in a Professional classification are eligible for an initial 5% merit increase upon completion of at least 2,080 hours (approximately 1 year) assuming work meets satisfactory standards. Subsequent merit increases will be upon completion of each additional 2,080 hours (approximately one year) from the initial merit increase.

+ Deferred Compensation: Eligible to participate in the County's 401(K) Shared Savings Plan and/or the Section 457 Plan. If you participate in the County sponsored 401(K) plan, the County will match a part of your contribution up to 3% of your salary, on a per pay period basis.

+ Health Plans: You are afforded a flexible credit allowance for purchasing medical, dental and/or vision insurance

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

+ Pension Plan: Participate in the County's defined benefit pension plan that provides lifetime payments to retirees. Members are "vested" after attaining five years of retirement service credit. If eligible, you may establish reciprocity with other public retirement systems such as CalPERS.

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

+ Additional Benefits: Tuition Reimbursement, Disability Plans, Employee Assistance Program, Life Insurance, Wellness Program.

+ To learn more about the benefits, please follow the link below: https://vcportal.ventura.org/CEO/HR/MOA/docs/SEIU\_MOA\_2022-2025.pdf

DEPARTMENT/AGENCY: Health Care Agency - Ventura County Ambulatory Care

Administrative Assistant IV is represented by the Services Employees International Union (SEIU) but is an exempt classification and not eligible for overtime compensation.

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 position only. There is currently one (1) Regular, Full-time vacancy.

TENTATIVE SCHEDULE

OPENING DATE: October 31, 2025

CLOSING DATE: November 7, 2025, at 5:00 p.m.

Examples Of Duties

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

+ Completes a broad variety of administrative tasks for the CEO/Medical Director including; managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings;

+ Serves as the administrative support team supervisor for the CEO/Medical Director and the Ambulatory Care Executive team;

+ Screens incoming correspondence, arranging items by priority for the CEO/Medical Director, referring matters to other staff as appropriate and preparing correspondence regarding matters not requiring the CEO/Medical Director's personal attention;

+ Makes appointments and arranges conferences and meetings for the executive staff, exercising considerable discretion in commitment of the CEO/Medical Director's time. Sets agenda, takes notes, and compiles minutes;

+ Creates, organizes, compiles, and modifies Word documents, Excel spreadsheets, PowerPoint slides, Microsoft Forms and planner plans;

+ Researches, compiles, and organizes information for use by the executive staff in the completion of reports, recommendations, and special projects, preparing reports and projects for approval upon request; performs analysis of data including extraction, analysis, reporting, and dashboarding using Excel, Cerner and Power BI applications at the direction of the CEO/Medical Director;

+ Sets up and maintains a variety of office files and records, making appropriate recommendations for changes in clerical and office procedures as necessary;

+ Serves as liaison between the executives, staff and representatives from other departments and agencies, effectively communicating messages, requests and instructions as appropriate;

+ Relieves the administrator of routine personnel, budget, timekeeping, and purchasing tasks and other operational details as necessary;

+ Analyzes and prepares a variety of reports and correspondence including Board letters;

+ Acts as Public Records Request department lead;

+ May provide support with department personnel functions;

+ Performs filing, copying, and related tasks as required;

+ Plans, coordinates and ensures the executive team schedule is followed;

+ Works closely and effectively with the executive team to keep them well informed of upcoming commitments and responsibilities, and follows up;

+ Prioritizes competing needs, handles matters in a timely matter, and ensures projects are completed successfully by following up, often with tight deadlines; and

+ Performs other related duties as required.

Typical Qualifications

These are the entrance requirements to the examination process and ensure 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. Examples of qualifying education and experience include the following:

+ Four (4) years of increasingly responsible secretarial or administrative support experience.

OR

+ An associate degree and three (3) years of increasingly responsible secretarial or administrative support experience.

OR

+ A bachelor's degree and two (2) years of increasingly responsible secretarial or administrative support experience.

NECESSARY SPECIAL REQUIREMENTS:

+ Intermediate to advanced level proficiency in Word, Excel, PowerPoint, Outlook, or equivalent applications.

+ One (1) year of experience with business analytics tools such as Power BI, Tableau or equivalent platforms.

DESIRED:

+ Proficiency using online agenda management system for routing and publication of Board letters such as SIRE or the equivalent.

+ Lead and/or supervision experience.

KNOWLEDGE, SKILLS, and ABILITIES:

Considerable knowledge of:

+ principles and techniques of administrative and fiscal analysis;

+ data analysis;

+ organization and staffing;

+ public relations;

+ general office practices & procedures;

+ supervisory practices and techniques; and

+ personnel or benefits administration.

Considerable Skills in:

+ using data analytics and visualization tools to develop dashboards, and present to leadership;

+ time management and prioritization in high-demand setting; and

+ data analysis and reporting.

Considerable ability to:

+ prepare a variety of reports and recommendations;

+ communicate orally and in writing;

+ maintain confidentiality;

+ perform and supervise others involved in secretarial file processing; and

+ establish and maintain effective working relationships with co-workers, the general public and outside contractors.

Supplemental Information:

Works primarily in an office environment but may be required to visit various departments/agencies on a regular basis and meet off-site with business/community leaders, the public, and outside contractors.

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, November 07, 2025.

To apply on-line, 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 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, if/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 appointed by "Lateral Transfer" may be possible. If interested, please click here (http://vcportal.ventura.org/CEO/HR/docs/Lateral\_Transfer.pdf) for additional information.

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 will result in the application being removed from consideration.

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 screening and selection process.

TRAINING & EXPERIENCE EVALUATION - qualifying: A training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written response to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, many qualified candidates may receive a score or rank which is moderator or even low resulting in them not being advanced in the process.

NOTE: The selection process may consist of an Oral Exam, which may be preceded or replaced with the score from a Training and Experience (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills and abilities. It is highly recommended that the supplemental questions within the application are completed with care and diligence.

ORAL EXAM - 100%: A job-related oral exam may be conducted to evaluate the compare participating applicants' knowledge, skills, and abilities in relation to those factors which the 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.

NOTE: If there are three (3) or fewer qualified applicants, an oral exam 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, criminal background information, and driving record may be required for this position.

For further information about this recruitment, please contact Vivian Merida by telephone at (805) 677-5231 or by e-mail at [email protected]

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 (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: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS

01

Select the option below that indicates your highest level of education completed.

NOTE: To receive credit for this, you MUST include your degree information, including major/minor, in the Education section of your application.

+ High school diploma or equivalent

+ Associate's degree

+ Bachelor's degree

+ Master's degree or higher

+ None of the above

02

What is your level of proficiency using Microsoft Word?

+ No Experience

+ Beginner

+ Intermediate

+ Advanced

03

What is your level of proficiency using Microsoft Excel?

+ No Experience

+ Beginner

+ Intermediate

+ Advanced

04

What is your level of proficiency using Microsoft PowerPoint?

+ No Experience

+ Beginner

+ Intermediate

+ Advanced

05

What is your level of proficiency using Microsoft Outlook?

+ No Experience

+ Beginner

+ Intermediate

+ Advanced

06

Describe your full-time increasingly responsible secretarial or administrative support experience. Include the following in your response:

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

B. Type of secretarial or administrative work you performed

NOTE: In order to receive credit for this experience, you MUST include each employer in the Work Experience section of your application, and all details for each employer must be included. If you do not have this type of experience type, "No experience".

07

Describe your experience using business analytics or data visualization tools such as Microsoft Power BI, Tableau or an equivalent platform(s)? If yes, please provide the following details:

A. Name(s) of the platform(s) you have used

B. Name of employer(s) where you gained this experience

C. A brief description of the types of data, reports, dashboards, or analysis you created or maintained using the platform(s)

D. Length of experience with each platform reflected as MM/YYYY to MM/YYY or Present

NOTE: In order to receive credit for this experience, you MUST include each employer in the Work Experience section of your application, and all details for each employer must be included. If you do not have this type of 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.venturacounty.gov

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