Office Assistant IV- Confidential - Ventura County : Job Details

Office Assistant IV- ConfidentialPrint ( Assistant IV- ConfidentialSalary$53,199.84 - $74,487.08 AnnuallyLocationVentura, CAJob TypeIntermittentJob Number1354CEO-24AA (LC)DepartmentCounty Executive OfficeOpening Date11/22/2024Closing Date12/2/2024 5:00 PM PacificDescriptionBenefitsQuestionsDescriptionTHE DEPARTMENTThe County Executive Office (CEO), Human Resources (HR), includes the central HR unit which provides services to departments and agencies across the County and the Health Care Agency (HCA) HR unit which is dedicated to HCA departments.THE POSITIONUnder direct supervision, performs a variety of clerical duties in support of personnel services operations for the County Executive Office, Health Care Agency (HCA)– Human Resources. Support activities may include public contact, customer service, records maintenance, document production, HRIS, timekeeping software, and/or processing data including onboarding and certification pay.There are currently two (2) intermittent Office Assistant IV-Confidential vacancies in the following areas:There is one (1) intermittent position available in HCA-HR to support the rollout and implementation of UKG Pro Workforce Management within HCA. UKG Pro is timekeeping software that will record employee time in real time and will interface with the County of Ventura's current payroll and HRIS system. This position will aid the Personnel Services implementation team in training, testing, and troubleshooting activities for the UKG product throughout various HCA facilities. Hybrid teleworking schedule may be available. This position will need to have the ability to critically examine data produced by different systems, discern any differences and convey those differences to the implementation team.There is one (1) intermittent position available in HCA-HR to support the Personnel Services team in onboarding, document and pay processing, and terminations. This role requires skills in reviewing documents for content, researching missing information and problem solving in order to quickly and accurately process documents for input. The position will need to have the ability to organize large amounts of documents, route them appropriately and communicate the need for response to the content.Intermittent employees perform temporary work and are paid on an hourly basis. Employees typically work Monday through Friday, 8:00 AM to 5:00 PM.Intermittent employees are not Regular county employees and are not eligible for county benefits. Additionally, Intermittent employees are limited to working a maximum of 1,664 hours per fiscal year.THE IDEAL CANDIDATEThe position will be trained in functions specific to the job, but the ideal candidate will possess general Human Resources knowledge and the ability to work well with other team members. The ideal candidate will also possess the following:proficiency with Exceldemonstrate confidence in public speakingability to convey differences in data and systemsgood organizational skillsability to take action on items including routing documentation to the appropriate partiesability to troubleshoot issues and research informationOffice Assistant IV - Confidential is a Management/Confidential classification and is eligible for overtime compensation.TENTATIVE SCHEDULEOPENING DATE: November 22, 2024CLOSING DATE: December 2, 2024WRITTEN EXAMINATION: Anticipated to be on December 9, 2024Examples Of DutiesDuties may include but are not limited to the following:Assists in evaluating work processes, systems and procedures for efficiency of workflow and conformance to system requirements;Obtains input and feedback on system needs, and assists in developing recommendations and strategies for system development and modifications;Assists in preparing user manuals and documentation;Assists in developing training materials and assists in coordinating training programs for staff;Organizes and maintains personnel records and data management using various human resource applications, processes, and personnel action forms;Assists with the preparation of communications material, compilation of data for special human resource projects and reports, and preparation of human resource metrics and activity reports;Independently conducts research, reviews, understands, and applies rules, regulations, policies, and procedures related to assignment;Assists in departmental personnel and onboarding administration.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.Explains programs, policies, and activities related to certification pay.Assists employees and/or with the completion of forms.Performs other related duties as required.Typical QualificationsThese 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, and experience that has led to the required knowledge, skills and abilities for the position.A typical way to meet the minimum qualifications would be any combination of education, training, and experience equivalent to four (4) years of increasingly responsible office clerical experience which i ncludes experience supporting personnel services and providing customer service to employees and the general public.SubstitutionAn Associate's or Bachelor's degree in Business, Public Administration, Human Resources or related field may be substituted for two (2) years of the required experience.NECESSARY SPECIAL REQUIREMENTSProficiency with Microsoft ExcelSome experience providing customer service to a wide variety of internal and external stakeholders.Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.DESIRED:Human Resources CertificateExperience using UKG Pro WorkforceSome knowledge in payroll or Human Resources systems, such as Peoplesoft, NeoGov, Paychex, ADP, or similar systems.KNOWLEDGE, SKILLS, and ABILITIESKnowledge of: computerized personnel systems, statistical functions.Skill in: Microsoft Office including Excel, PowerPoint, and Adobe Pro;Working ability to: interpret and explain rules and procedures; organize data and maintain electronic files, including electronic data bases; carry out project assignments under general direction; communicate clearly and effectively in writing and verbally with applicants, employees, County management, and the public; examine a variety of information and formulate logical conclusions and recommendations; work under frequent job pressure generated by short time frames and priority projects; ability to utilize computer systems to input and generate data and to produce reports; provide customer service to a wide variety of internal and external stakeholders; establish and maintain effective relationships with a variety of internal and external contacts; utilize good judgment and decision making; work both in a team environment as well as individually; and maintain confidentiality.Recruitment ProcessFINAL FILING DATEApplications must be received by County of Ventura Human Resources no later than 5:00 p.m. on Monday, December 2, 2024.To apply online, please refer to our web site at www.ventura.org/jobs . A paper application can be obtained by calling (805) ###-####. Our address is: County of Ventura, Human Resources Division, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.Note to Applicants: Applicants must provide sufficient information under the Education/Work experience portion of the application and supplemental questionnaire 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 - qualifyingAll applicants are required to complete and submit the questionnaire for this examination at the time of filing. This questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position.APPLICATION EVALUATION – qualifyingAll 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.WRITTEN EXAMINATION - 100%A written exam will be administered to test applicants' knowledge of Charts and Tables, Office Practice and Filing, Reading Comprehension, Mathematics, Proofreading, and Leadership Skills. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.ELIGIBLE LISTCandidates 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 Intermittent, Extra-help, Temporary, Fixed-term, and Regular vacancies for this and similar positions only in the County Executive Office, Human Resources. There are currently two (2) intermittent vacancies in CEO-HR-HCA.BACKGROUND INVESTIGATIONA 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 OPPORTUNITYThe 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 Lorin Calderon by email at [email protected] or by telephone at (805) ###-####.YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEEMANAGEMENTTo learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.Benefits website ( or you may call (805) ###-####.Retirement FAQ's ( - FAQs.pdf)Memorandum of AgreementUnion Codes: MB3, MB4, MS, MT, MCC, OU01Please 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 GEDAssociate's degree in Business or Public Administration or related field.Bachelor's degree or higher02Select the option below which best describes your full-time increasingly responsible office clerical experience which includes supporting personnel services and 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 years2 to less than 4 years4 or more years03Describe your experience supporting personnel services. Include:A) Employers where you obtained the experienceB) Specific Human Resource functions you supportedc) Length of time for each assignmentD) Systems you utilized in this assignment in which you processed dataNOTE: In order to receive credit for this experience, you must include where you obtained it in the appropriate section of your application.If you do not have this experience type, None. 04Describe your work experience establishing and maintaining effective working relationships with co-workers, other personnel and the general public. Include:A) Employers where you obtained this experienceB) Types of relationships involved, co-workers, other personnel, the publicC) Customer service responsibilities involvedNOTE: In order to receive credit for this experience, you must include where you obtained it in the appropriate section of your application.If you do not have this experience type, None. 05Please select your skill level with Microsoft Excel.NoneBeginnerIntermediateAdvanced06Please describe your experience with Microsoft Excel.Please include:A)The employer(s) included in the work experience portion of the application where you obtained the experience;B) Experience using formulas and functions, creating charts, and/or pivot tables, etc.If you do not have this experience, state none. Required QuestionAgencyVentura CountyAddress800 S. Victoria Avenue LOC. #1970 Ventura, California, 93009Phone(805) ###-####Website verify your email address Verify Email