Office Assistant IV - Ventura : Job Details

Salary : $43,176.39 - $60,380.77 Annually Location : throughout Ventura County, CA Job Type: Full-Time Regular Job Number: 1347VAR-24AB (KLM) Department: Various Departments Opening Date: 10/16/2024 Closing Date: 10/23/2024 5:00 PM Pacific Description The County of Ventura offers an attractive compensation and benefits package that includes:

• A general salary increase of 3.5% effective December 22, 2024.
• 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- We support work life balance by offering compressed work (e.g., 9/80 workweek) 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.
• Vacation Redemption - After 14,560 hours of continuous County service (approximately 7 years) 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 $23,530 annually to offset the purchase of medical, dental, and/or vision insurance for you and your dependents.
  • Employee only - $502 per biweekly pay period
  • Employee plus one dependent - $730 per biweekly pay period
  • Employee plus family - $905 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.

OUR COUNTY AND COMMUNITYVentura County is located on California's Gold Coast, approximately 35 miles northwest of Los Angeles and 20 miles southeast of Santa Barbara. The County includes 42 miles of coastline which is home to the following cities and points of interest: Camarillo, Fillmore, Moorpark, Ojai, Oxnard, Port Hueneme, Santa Paula, Simi Valley, Thousand Oaks, and Ventura as well as national protected areas such as parts of the Angeles National Forest, Channel Islands National Park, and the Santa Monica Mountains National Recreation Area. Ventura County's beauty and weather combined with a wonderful quality of life are among the many reasons our residents choose to call Ventura County home. The County of Ventura employs nearly 10,000 staff members who serve Ventura County residents, all of whom have unique experiences and perspectives. Each of us has a responsibility to support diversity, equity, inclusion, and belonging in the workplace and in our communities. Our County is proud to have a diverse workforce and providing a respectful and inclusive workplace is a priority and aligns with the County's values. AGENCY/DEPARTMENT: Various departments THE POSITION Office Assistant IV, under direction, performs 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. Office Assistant IV is the advanced journey/lead level classification in this job series. Office Assistant IVs perform support duties requiring interpretation of rules and regulations and assessment of individual circumstances to determine appropriate course of action(s); and may serve as lead worker over office operations or satellite offices involving multiple bargaining units. Many Office Assistant IVs work as a mentor/lead for a unit of workers that may be comprised of a variety of people representing a diversity in culture, race, ethnicity, age, gender, gender identity, sexual orientation, nationality, country of origin, faith systems, ableism, and other characteristics. Office Assistant IVs must be able to apply a genuine understanding and sensitivity throughout their leadership role. IDEAL CANDIDATE Ideal candidates are detail-oriented professionals with excellent organizational, time management, problem solving, interpersonal and communication skills, and display initiative and adaptability to shifting priorities. Ideal candidates are computer literate with intermediate Microsoft Word and Excel skills. Additionally, ideal candidates will have the ability to independently perform a variety of clerical functions using department policies and procedures. Office Assistant IVs are represented by the Service Employees International Union (SEIU) and are eligible for overtime compensation. Examples Of Duties Duties may include, but are not limited to the following:

• 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 personnel/payroll records, employment applications, requisitions, invoices, etc., for completeness, accuracy, and submission standards.
• Receives members of the public and answers phone calls; determines how incoming calls should be routed; directs people to appropriate offices or to proper information sources; answers routine questions; explains routing procedures, processes, or departmental activities; schedules appointments, trainings, or examinations; obtains routine factual information to create or update files; provides assistance in the completion of forms. May assist with new hire process including onboarding.
• Sorts and/or files materials such as correspondence, contract documents, and various employment 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 electronic and paper files, correspondence, meeting notes, logs, previous reports, and/or verbal instruction.
• Researches reference materials to respond to customer or management inquiries.
• Operates a variety of office equipment, such as personal computers, scanners, exam-scoring equipment, and copiers to enter, update, and extract information and to produce routine reports, correspondence, or forms.
• May train or orient new workers in unit or department; may distribute and assign work; may establish work sequences and procedures for others; may design/draft changes to improve workflow; may assist supervisor in hiring/disciplining/evaluating others and determining work unit priorities by making suggestions and recommendations; may prepare work performance evaluations.
• May coordinate clerical work units engaged in general or specialized clerical functions, such as record/application processing, reception, and file maintenance; may assist in budgeting, inventory/expenditure control, and purchasing review processes for assigned work unit.
• 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: Progressively responsible clerical experience which has led to the acquisition of the required knowledge, skills, and abilities. The required knowledge, skills and abilities can be obtained by any combination of education, training, and experience equivalent to four (4) years of increasingly/progressively responsible clerical experience. An example of possession of the requisite KSAs could typically be demonstrated by: Possession of a Bachelor's degree in a related field OR Possession of an Associate's degree in a related field and two (2) years of increasingly/progressively responsible clerical experience; OR Four (4) years of increasingly/progressively responsible clerical experience. NECESSARY SPECIAL REQUIREMENTS: Depending on the assignment, any one or combination of the following may be required:

• Some positions may require a valid California driver license.
• Some positions may require bilingual skills.
• Some positions may entail typing and a typing certificate will be required at the time of interview.

WORKING CONDITIONS Worksite reassignments may occur due to changes in facilities or other operational requirements within the business. COUNTY EMPLOYEES AS DISASTER SERVICE WORKERS When a disaster strikes of natural or manmade origin, Ventura County employees may be called upon to provide service to the community by assisting in emergency response efforts. This may require employees to work in other locations, different hours, and out of class. At the time of hire, all County employees will be required to sign an Oath or Affirmation of Allegiance for Disaster Service Workers and Public Employees (Sections 3102 and 3103, Government Code of California). DESIRED

• Excellent organizational, time management, interpersonal and communication skills.
• Intermediate skills with Microsoft Word and Excel.

KNOWLEDGE, SKILLS, and ABILITIES Thorough knowledge of:

• Modern office methods and practices.
• Record maintenance systems.
• Letter writing and report compilation.
• Public contact techniques.

Considerable knowledge of:

• The operations, procedures and practices used in support of the function to which assigned.
• Techniques to expedite or improve clerical tasks and record processing.
• Correct English usage, spelling, grammar, and punctuation.

Skilled in:

• Word processing/data entry and/or taking/transcribing dictation (depending on assignment).

Ability to:

• Maintain confidentiality.
• Perform and coordinate moderately difficult and responsible clerical work with little or no direct supervision.
• Perform and coordinate clerical work with accuracy and attention to detail.
• Set up and maintain records and filing systems.
• Extract information from a variety of sources.
• Operate a variety of automated office equipment.
• Accurately perform and proof the transfer of information from one document to another.
• Establish and maintain cooperative working relationships.
• Understand, follow, and convey written and verbal directions.
• Lead the work of others by training and assisting in completion of work and by coordinating, prioritizing, and reviewing work.
• Assist in supervision of others by making recommendations on hiring, disciplining, and evaluations.

Recruitment ProcessFINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Wednesday, October 23, 2024. To apply online, please refer to our web site at If you prefer to fill out a paper application form, please call (805) ###-#### for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009. Applications must provide sufficient information under the Education/Work Experience portion of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications in order to determine eligibility. A resume may be attached to supplement your responses in the above sections; however, it may not be substituted in lieu of the application. Information for Transfer Candidates: 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 for additional information. Note: 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 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 un-proctored, internet-based job-related written examination will be conducted to evaluate participating candidates' knowledge of charts and tables, office practices and filing, reading comprehension, mathematics, proofreading and leadership skills. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list. 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 present and future Regular, Temporary, Fixed-Term, Intermittent, and Extra-help vacancies throughout the County. SELECTION INTERVIEW: When a position becomes available, applicants are referred to the employing department for interviews beginning with the highest scoring applicants, moving down the list from the top until the available positions are filled. BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record is 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 workplace. 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. CONTACT INFORMATION: For further information about this recruitment, please contact Kim Mariscal by email at or by telephone at (805) ###-####. Service Employees International Union (LOCAL 721) (SEIU) To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• or you may call (805) ###-####.

Union Code: UPP 01 Some position require a valid California driver license. Do you possess, or have the ability to obtain prior to appointment, and maintain a valid California driver license?

• Yes
• No

02 Please indicate the highest level of education you have completed.

• No high school diploma or GED
• High school diploma or GED
• 1 to less than 30 semester units of college course work
• 30 to less than 60 semester units of college course work
• 60 or more semester units of college course work, but no degree
• 120 or more semester units of college course work, but no degree
• Associate's degree
• Bachelor's degree
• Master's degree or higher

03 Which option below best describes your full-time increasingly/progressively responsible office clerical experience? NOTE: Full time is considered 40 hours per week; anything less than that must be prorated. 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.

• No experience
• Some to less than 1 year
• 1 to less than 2 years
• 2 to less than 3 years
• 3 to less than 4 years
• 4 to less than 5 years
• 5 or more years

04 Please describe your full-time increasingly/progressively responsible office clerical experience. In your response be sure to include the following: A) Employer(s) where you obtained this experienceB) Time frame(s) (start and end dates in month/year format)C) Detailed description of your duties and responsibilitiesD) Examples which demonstrate the quality and level of your experience If you do not have this type of experience, please type no experience. 05 Please describe your experience providing exemplary customer service in a professional role. In your response be sure to include the following: A) Employer(s) where you obtained this experienceB) Time frame(s) (start and end dates in month/year format)C) A description of the customers you servedD) A brief description of the type of service you providedE) An example of a problem you have resolved which demonstrates your commitment and service orientation. If you do not have this type of experience, please type no experience. 06 Some positions may require bilingual skills. Are you bilingual in English/Spanish?

• Yes
• No

Required Question