Office Assistant III

Description

THE POSITION
Under general supervision, the Office Assistant III is the advanced journey level classification in the Office Assistant job series. Incumbents perform a variety of clerical duties in support of an operation, office or program. Support activities may include public service, records maintenance, document production and/or case management/processing; and some positions may perform duties requiring the application of specialized program knowledge.

WHAT WE OFFER
The County of Ventura offers an attractive compensation and benefits package that includes:

• Merit Increases -New employees are eligible for an initial 5% merit increase within the pay range upon completion of at least 1,040 hours (approximately 6 months) assuming work meets satisfactory standards. Subsequent merit increases within the pay range will be upon completion of each additional 2,080 hours (approximately one year) from the initial merit increase.
• 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 degree.
• Bilingual Incentive -Based on agency need, proficiency levels by exam are $.69 per hour (Level I), $1.00 per hour (Level II), or $1.32 per hour (Level III).
• Flexible Workweek/Telework Schedule - We support work life balance by offering compressed work (e.g., 9/80 or 4/10 workweek) and remote hybrid telework schedules for most positions subject to organizational needs and satisfactory performance.
• Vacation Accrual - New regular, full-time employees shall accrue approximately 14 days of vacation a year for the first 10,400 hours or 5 years of service; vacation accruals increase at 5, 11, 12, 13, 14, 15 and 20 years of service topping out at 26 days a year and 400 hours of vacation hours banked.
• Annual Leave Redemption - After 14,560 hours of continuous County service an employee may elect to "cash in" or redeem up to 80 hours of vacation accrued in the same year after using 80 hours of vacation in the preceding 12 months.
• Sick Leave - Full time regular employees accrue 3.08 hours of sick leave per bi-weekly pay period with an advance at hire of 40.04 hours which will be balanced at the completion of 13 bi-weekly pay periods.
• Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3.00% match on your 401(k) contributions.
• Health Plans -Full time employees are given a flexible credit allowance of up to $ 25,558 annually to offset the purchase of medical, dental, and/or vision insurance for you and your dependents.
• Employee only - $509 per biweekly pay period

Employee plus one dependent - $779 per biweekly pay period Employee plus family - $983 per biweekly pay period Flexible Spending Accounts - Pre-tax benefit towards eligible medical, dental and vision care and/or dependent care expenses.Pension Plan - Participation in the County's defined pension plan, which has reciprocity with CalPERS.Holidays - 12 paid days per year which includes a scheduled floating holiday.Additional Benefits -Tuition Reimbursement, Disability Plans, Employee Assistance Program, Life Insurance, Wellness Program.

Examples Of Duties

Duties include, but are not limited to the following:

• Uses computers, data and/or word processing equipment to produce routine reports, correspondence, or forms; enters, updates, and/or extracts stored information using such equipment.
• Types a variety of documents in draft and final form, such as correspondence, standard forms, charts, proposals, specifications, and reports from written, recorded, printed sources, and/or verbal instructions, proofreads typed materials for correct grammar, spelling, and punctuation.
• Prepares, validates, processes, and/or checks a variety of documents such as permit applications, client or project records, personnel/payroll records, requisitions, invoices, etc., for completeness, accuracy, and submission standards.
• Receives assigned clients and answers phone calls; determines how incoming calls should be routed/directs people to appropriate offices, or clients to proper information sources; answers routine questions; explains routing procedures, processes, or departmental activities; schedules appointments, training, or examinations; obtains routine factual information to create or update files; provides assistance in the completion of forms.
• Sorts and/or files materials such as correspondence, contract documents, and client case information; maintains files; conducts systematic search for misplaced materials; maintains cross-reference files or indices; purges filing systems as necessary.
• Compiles routine reports and records by extracting and/or tabulating information from a variety of sources such as files, correspondence, meeting notes, logs, previous reports, and/or verbal instruction.
• Transfers professional and technical instructions to project or client files; researches reference materials to respond to client or co-worker inquiries.
• Operates a variety of automated office equipment.
• May perform equipment/system maintenance checks.
• Performs other related duties as required.

Office Assistants are represented by Service Employees International Union (SEIU) and are eligible for overtime compensation.

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, or experience equivalent to three (3) years of office clerical experience.

NECESSARY SPECIAL REQUIREMENTS

• Specific typing and/or word processing speeds may be required depending on assignments; and
• Some positions may bilingual skills.

SUPPLEMENTAL INFORMATION
Some positions may involve moderate to heavy public contact depending on assignment.

JOB COMPETENCIES
Adaptability & Flexibility - Responding positively to change and fluidly modifying behavior as the situation requiresBusiness/Technical Expertise - Skillfully applying specialized job-related knowledgeCommunication - Respectfully delivering pertinent, truthful, and timely information and comprehending information delivered by othersCustomer Service - Ensuring consistent, responsive, and superior delivery of services to internal and external stakeholdersProfessional Impact - Presenting oneself as a positive representation of the County, reflecting its mission, values, and guiding principles in all one does Professional Integrity & Ethics - Demonstrating high standards of conduct and consistently adhering to sound moral principles Results Focus - Initiating tasks, meeting organizational goals, and committing to proficient accomplishmentTeam Orientation - Embracing a spirit of collaboration and a commitment to cooperating with others to achieve shared goalsAttention to Detail - Accomplishing tasks thoroughly with concern for all elements involved, however smallCritical Thinking & Problem Solving - Analyzing and evaluating information, problems, and options with logic and good judgmentReading Comprehension - Understanding, analyzing, and applying written informationSafety Focus - Vigilantly identifying and proactively addressing potential health risks and occupational hazards to ensure the wellbeing of self and othersTechnology Utilization - Effectively and efficiently using electronic hardware, software applications, and other advanced tools to accomplish tasks and goals

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 Tuesday, June 17, 2025.

To apply online, please refer to our web site 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 for additional information.

Sufficient information must be provided under the Education/Work experience portion of the application and supplemental questionnaire, if applicable, to thoroughly and accurately demonstrate your qualifications in order 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 questionnaire may be used throughout the exam process to assist in determining qualifications for the position. Failure to complete and submit the questionnaire may result in removal of the application from further consideration.

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 examination process.

WRITTEN EXAMINATION - 100%: An online, un-proctored job-related written examination will be conducted to evaluate applicants' knowledge of Customer Service/Office Practices, Interpersonal Relations, Comparison, English Usage, Math, Reading Comprehension and Filing/Records Management. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the 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 Various present and future Regular, Temporary, Fixed-term, Intermittent, or Extra Help vacancies.

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.

It is an objective of the County of Ventura to achieve a drug-free work place. Any applicant for county employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.

For further information regarding this recruitment, please contact Mabel Ponce at Mabel.ponce@ventura.org .

Service Employees International Union (LOCAL 721)
(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Code: UPP

Closing Date/Time: 6/17/2025 5:00 PM Pacific

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• County of Ventura

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