Office Assistant III-Confidential
Office Assistant III-Confidential
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$ 51410 - 71981
1 Vacancy
Job Description
Description
Were excited to announce three distinct opportunities for the Office Assistant III - Confidential role. This is more than just a job; its a fantastic opportunity to build a rewarding career with the County of Ventura.
THE POSITION:
Under general supervision youll perform a wide variety of essential clerical duties. These roles involve crucial support activities including dedicated customer service precise document preparation and processing meticulous record management accurate data entry efficient general office logistics compiling vital information and skilled scheduling.
There are currently three (3) positions available within the following three agencies:- County Executive Office (CEO) - Fiscal and Administration:
This position will serve as a receptionist for the division. The ideal candidate will bring at least three (3) years of experience delivering outstanding customer service in a fast-paced office setting with a proven ability to handle sensitive and confidential information with discretion. This role involves frequent high-level interactions within both the County Executive Office and the Board of Supervisors Office alongside completing detailed clerical assignments with precision and professionalism.
- Health Care Agency - Human Resources (HCA HR):
This position will function as a receptionist and will serve as the welcoming face and voice for theHuman Resourcesteam. The ideal candidate for this position will possess at least three (3) years of experience demonstrating excellent multitasking skills composure under pressure and a commitment to exceptional customer service in a dynamic environment. Beyond a pleasant demeanor the successful candidate must efficiently manage competing priorities confidently address unexpected challenges and act as a dependable point of contact for customers and the HCA HR office.
- Retirement Administration (VCERA):
This position will serve as a receptionist for the division involving frequent and sometimes high-volume public contact. The ideal candidate will have at least three (3) years of experience demonstrating excellent public contact and customer service skills. They should be adept at building and maintaining effective working relationships with others possess strong organizational skills and have experience working in a fast-paced professional environment.
Distinguishing Characteristics:
Office Assistant III-Confidential Clerical (CC) is the advanced journey-level classification in this job series. Incumbents perform clerical duties requiring the application of specialized program knowledge in support of ongoing operations and services.
The classification of Office Assistant III-CC is distinguished from other Office Assistant classifications by occasional exposure to confidential employee relations information as designated by Government Code 3513. (f).
EDUCATIONAL/BILINGUAL INCENTIVE:Incumbents may be eligible for an educational incentive of 2.5% 3.5% or 5% based on completion of an associate bachelors or masters degree that is not required for the classification. Incumbents may also be eligible for a bilingual incentive depending on operational need and certification of skill.
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 vacanciesfor this and similar vacancies. As previously stated there are currentlythree (3) vacancies; one (1) vacancy is within the County Executive Office one (1) vacancy is within the Health Care Agency and one (1) vacancy is within Retirement Administration.
The Office Assistant III Confidential Clerical is a Confidential classification and is eligible for overtime compensation.
TENTATIVE SCHEDULE
OPENING DATE: July 3 2025
CLOSING DATE: July 10 2025 at 5:00 p.m.Examples Of Duties
Depth and breadth of assignments may include but are not limited to the following:
- Serves as a primary point of contact for the office handling a high volume of internal and external inquiries via various communication channels. This includes greeting and assisting individuals answering routine questions screening and routing calls explaining procedures and maintaining a professional customer-focused demeanor.
- Assists with various human resources and administrative functions including supporting employee onboarding processes (e.g. badge issuance and collecting forms) processing leave paperwork and assisting with benefits inquiries.
- Performs general clerical tasks including filing data entry printing copying organizing maintaining physical and electronic files and identifying and reporting observed inconsistencies or inefficiencies in existing procedures to management.
- Provides general office support and manages executive support tasks such as distributing incoming mail maintaining calendars scheduling meetings updating office directories ordering supplies submitting maintenance and housekeeping requests and managing records storage and surplus requests.
- Prepares validates processes and checks documents such as personnel/payroll records employment applications requisitions and invoices for completeness and accuracy.
- Types proofreads and finalizes various correspondence forms and documents with attention to grammar spelling and punctuation.
- Researches reference materials (e.g. Personnel Rules & Regulations Administrative Manual MOAs) to respond to customer and management inquiries and compiles information for executive use.
- May assist with the preparation of reports and PowerPoint presentations screening correspondence and provide clerical support as a back-up for executive leadership as needed.
- Operates office equipment such as computers scanners and copiers to update and extract information and may assist with the production of routine reports and correspondence.
- Performs other related duties as assigned.
Typical Qualifications
These are entrance requirements to the examination process and assure neither continuance in the process nor placement on the eligible list.
EDUCATION TRAINING and EXPERIENCE:
Any combination of education training and experience equivalent to three (3) years of office clerical experience.
NECESSARY SPECIAL REQUIREMENTS:- Intermediate proficiency in Microsoft Word and Excel.
- Excellent written communication skills must be demonstrated in the application and the supplemental questionnaire.
DESIRED for CEO only:- Experience utilizing Visio.
- Experience working in a human resources environment.
- Experience utilizing PowerPoint and Adobe Acrobat.
- Working knowledge of Ventura County Human Resources Payroll system (VCHRP) and AbsenceSoft.
DESIRED for HCA HR only:
- Experience utilizing Canva and Survey Monkey.
- Experience utilizing PowerPoint and Adobe Acrobat.
- Experience working in a human resources environment.
- Working knowledge of Ventura County Human Resources Payroll system (VCHRP).
- Bilingual in Spanish.
DESIRED for VCERA only:- Experience utilizing Adobe Acrobat.
- Intermediate proficiency with Microsoft Outlook.
- Working knowledge of VCERAs Pension Administration System: V3.
- Experience with and general knowledge of Pension Plan Administration.
KNOWLEDGE SKILLS and ABILITIES:
Thorough knowledge of:- Modern office methods and practices;
- Record maintenance systems such as Ventura County Human Resources Payroll System (VCHRP) AbsenceSoft and VCERAs Pension Administration System: V3;
- Letter writing and report compilation;
- Public contact and customer service 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.
Skill in:
- Utilizing Microsoft Word Excel and Outlook;
- Utilizing Canva PowerPoint Adobe Acrobat Visio and Survey Monkey.
Ability to:
- Maintain confidentiality;
- Perform and coordinate clerical work with accuracy and attention to detail;
- Perform basic mathematical calculations;
- Set up and maintain records and filing systems;
- Extract information from a variety of sources;
- Operate a variety of office equipment and computer programs;
- Multitask in a fast-paced environment;
- Establish and maintain cooperative working relationships;
- Communicate effectively both orally and in writing.
Recruitment Process
FINAL FILING DATE: Applications must be received by the County of Ventura Human Resources in Ventura California no later than 5:00 p.m. on July 10 2025.
To apply online please refer to our website at A paper application can be obtained by calling . Our address is 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 (Download PDF reader) (Download PDF reader) for additional information.
NOTE TO APPLICANTS: Sufficient information must be provided under the Education/Work Experience portion of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications 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. The supplemental questionnaire may be used throughout the examination process to assist in determining each applicants qualifications for the position. Failure to complete and submit the questionnaire may result in the application being removed from further consideration.
APPLICATION EVALUATION- Qualifying: All applications will be reviewed to determine whether or not 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%: Anun-proctored online internet-based job-related written examination will be conducted to test applicants knowledge skills and abilities in relation to customer service/office practices interpersonal relations comparison English usage math reading comprehension and filing/records management. Applicants 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.
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.
For further information regarding this recruitment please contact Yvonne Martinez by email at or by telephone .
Employment Type
Full-Time
