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Contracts Administrative Assistant – Health Care Agency

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Contracts Administrative Assistant – Health Care Agency

Salary

$65,905.58 - $101,619.70 Annually

Location

Ventura and may require travel throughout Ventura County, CA

Job Type

Full-Time Regular

Job Number

1611HCA-25AD (NW)

Department

Health Care Agency

Division

HCA Administration

Opening Date

12/24/2025

Closing Date

1/9/2026 5:00 PM Pacific

+ Description

+ Benefits

+ Questions

Description

Under general supervision, provides staff administrative services to departmental management. The Administrative Assistant classifications are characterized by their responsibility to departmental management for the provision of a variety of staff administrative services.

The ideal candidate for this Administrative Assistant position is a detail-oriented, proactive professional with strong knowledge of contract drafting, management, and compliance, as well as research methods, analytical processes, and report writing. They are well-versed in federal, state, and local laws, regulations, policies, and trends related to contracts in a health care environment and are capable of drafting and executing a wide variety of contract documents—including terms and conditions equipment, supplies, and services. This candidate skillfully researches, prepares, and edits technical reports and correspondence, including drafting letters for the Board of Supervisors, and manages the workflow process through final agreement approval and execution. They are able to prepare contract documents for review, manage contracting processes, compile and analyze financial, narrative, and statistical information, and provide accurate, relevant information to support decision-making. With strong critical-thinking skills, they actively listen to Health Care Agency (HCA) stakeholders to ensure contracting needs are met in a timely and creative manner. They communicate effectively both orally and in writing, prepare clear and comprehensive administrative and technical reports, and maintain effective working relationships with colleagues, partners, and stakeholders.

APPROXIMATE SALARIES

Administrative Assistant III: $2,534.83 - $3,555.03 Biweekly

Administrative Assistant IV: $2,786.70 - $3,908.45 Biweekly

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 bilingual incentive depending upon operational need and certification of skill.

DEPARTMENT/AGENCY: Health Care Agency – Administration

Administrative Assistant III/IV are represented by the Services Employees International Union (SEIU) and are not 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 for this position only, which is a Regular position.

TENTATIVE SCHEDULE

OPENING DATE: 12/24/25

CLOSING DATE: 1/9/26 at 5:00 p.m.

Examples Of Duties

Duties may include but are not limited to the following:

+ Performs the drafting and execution of a wide variety of contract documents, including terms and conditions, for HCA equipment, supplies, and services, to ensure compliance with County polices, local, state and federal statutes and guidelines, and governing regulatory bodies;

+ Researches, prepares, and edits reports and correspondence regarding technical contract issues, including preparing letters to be presented to the Board of Supervisors, and manages the workflow process through the final approval and execution of agreements;

+ Researches and compiles relevant information and applies that knowledge to appropriately execute contract documents;

+ Consults with County administrators and legal counsel regarding the legal interpretation of laws and regulations related to procurement and/or contract terms and conditions;

+ Assists agency stakeholders in determining the best methods for contract execution, which may include contract negotiations or preparing fair market value assessments;

+ Assists with and/or develops, reviews, and revises a wide variety of policies and procedures related to contract activities within HCA to ensure operational efficiency and cost effectiveness;

+ Performs administrative support functions and services with that of other divisions and programs, outside agencies, and vendors;

+ Represents the department in management, program, and personnel matters;

+ Manages, plans, organizes, and directs complex activities for the department, and recommends enhancements to the decision support processes; and

+ Performs other related duties as required.

Typical Qualifications

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

EDUCATION, TRAINING, and EXPERIENCE:

Considerable education and/or experience background which would provide the required knowledge, skills and abilities (KSAs). The required KSAs can typically be demonstrated by:

Administrative Assistant III - possession of an Associate Degree in a related field and three (3) years of related experience.

Administrative Assistant IV - possession of an Associate Degree in a related field and three (4) years of related experience.

Additional related experience can be substituted for the education requirement on a year for year basis.

Knowledge, Skills, and Abilities:

Working knowledge of:

+ The principles, practices and techniques of contract document drafting, management, compliance, and administration

+ The principles of research, analysis, and report writing

+ Federal, state, and local, laws, rules, regulations, policies, processes, and trends pertinent to contracts within a health care setting

Skill in:

+ Microsoft Word, Excel, Outlook, SharePoint

+ Contract management systems such as ContractSafe, DocuSign, and MGMA Data Dive

Ability to:

+ Research and draft contract documents; prepare documents for review and approval; manage the contracting processes and provide necessary and relevant information

+ Actively listen to HCA stakeholders and think critically and creatively to ensure their contracting needs are met in a timely manner

+ Exercise good judgment in making decisions

+ Work well under pressure of multiple priorities and short deadlines

+ Compile and analyze financial, narrative, and statistical information related to contracts management

+ Demonstrate creativity and resourcefulness in proposing recommendations for improvement

+ Communicate effectively, both orally and in writing

+ Establish and maintain effective working relationships with those contacted in the course of work

+ Interpret, summarize and explain the implications of complex documents

+ Prepare clear, concise, and comprehensive administrative and technical reports

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources, Health Care Agency in Ventura, California, no later than 5:00 p.m. on Friday, January 9, 2026.

To apply on-line, please refer to our website at www.ventura.org/jobs. 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.

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.

SUPPLEMENTAL QUESTIONNAIRE – Qualifying: All applicants are required to complete and submit the questionnaire for this exam at the time of filing. The supplemental questionnaire may be used throughout the exam 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.

APPLICATION EVALUATION – Qualifying: All applications will be reviewed to determine whether the stated requirements are met. Those individuals meeting the stated requirements will be invited to the written examination.

TRAINING & EXPERIENCE EVALUATION: i

A Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses 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 moderate or even low resulting in them not being advanced in the process.

ORAL EXAMINATION - 100%: A job-related oral examination may be conducted to evaluate and compare participating examinees' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: The selection process may consist of an Oral Exam, which may be preceded or replaced with the score from a Training and Experience Evaluation (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 also highly recommended that the supplemental questions within the application are completed with care and diligence, using proper grammar and complete sentences to showcase your writing skills. Responses such as "See Resume" or "Refer to Resume" are not acceptable and may disqualify an applicant from further evaluation.

If there are three (3) or fewer qualified applicants, an Oral Examination 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, and driving record may be required for this position.

For further information about this recruitment, please contact Nathan Wood by e-mail at [email protected] or by telephone at (805) 677-5232.

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

Using proper grammar and complete sentences, detail your experience supporting and managing contracts. Please include the following in your response:

+ Name of employer(s)

+ Dates of employment reflected as MM/YYYY to MM/YYYY or Present

+ Number of hours worked per week

+ Position title

+ Specific duties you performed

NOTE: Do not copy and paste a response to another question. Do not refer to an attached document.

NOTE: This experience must be included in the Work History section on your application.

If you do not have this experience state, "No experience."

02

Describe your experience with contract management systems such as ContractSafe, DocuSign, and MGMA Data Dive. In your response, include how you have successfully used these systems.

03

Describe your experience researching and drafting contract documents. In your response, please include specific examples of the types of contracts you have worked on, how you prepare documents for review and approval, and the steps you take to manage the contracting process from initial development through final execution. Additionally, explain how you ensure that all necessary and relevant information is included and communicated to stakeholders throughout the process.

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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