Management Assistant III/IV

County of Ventura; California; On-site; USD 37,000 - 54,000; Full time

Benefits offered by this job

Merit Increases

Educational Incentive

Bilingual Incentive

Flexible Workweek

Vacation Accrual

Job summary

County of Ventura seeks Management Assistant professionals to provide high-level administrative and secretarial support to one to three directors or department heads. Responsibilities include screening correspondence, coordinating meetings, and preparing reports and projects for approval.

Positions require extensive knowledge of agency policies, discretion, and the ability to work across multiple departments. Overtime and union benefits apply in line with county policies.

Qualifications

• Bilingual skills required.
• Excellent written communication skills.
• Ability to take dictation at 90 or more words per minute.
• Must be willing and able to report to different worksites due to operational or business requirements.

Responsibilities

• Screens incoming correspondence and prioritizes for the administrator’s reply.
• Acts as the administrator’s receptionist and screens inquiries.
• Schedules appointments and coordinates conferences and meetings for the administrator.
• Researches, compiles, and organizes information for reports and special projects.
• Maintains office files and records and recommends procedure changes.

Skills

Bilingual skills

Excellent written communication

Dictation speed 90+ wpm

Independent discretion

Education

3 years of increasingly responsible secretarial/administrative support experience

6 years of increasingly responsible secretarial/administrative support experience

Job description

Our County and Community

Ventura 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."

Description

Ventura 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".

This posting is for various departments; vacancy location is throughout Ventura County.

What We Offer

• 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 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.
• 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 $26,626.86 annually to offset the purchase of medical, dental, and/or vision insurance for you and your dependents.
• Employee only - $463.99 per biweekly pay period
• Employee plus one dependent - $834.32 per biweekly pay period
• Employee plus family - $1,024.11 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 benefit pension plan, which has reciprocity with CalPERS.
• Holidays - 13 paid days per year which, includes a scheduled floating holiday.
• Additional Benefits - Tuition Reimbursement, Disability Plans, Employee Assistance Program, Life Insurance, Wellness Program.

Definition

Under general supervision (III), or under direction (IV), performs a wide variety of secretarial and routine administrative functions for one to three directors and/or management personnel. These positions must possess considerable knowledge of the assigned agency/departmental programs, terminologies, policies, and procedures.

Distinguishing Characteristics

Management Assistant III is the advanced journey level and Management Assistant IV is the advanced level classification in this job series. Incumbents independently perform secretarial and administrative support duties in support of administrators assigned to the Management Benefit Group 2 or department/agency heads.

Payroll Titles And Approximate Salaries

Management Assistant III - $27.89 – $39.03

Management Assistant IV - $32.71 - $45.73

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

NOTE: If appointed at the lower level, incumbent may be promoted to the higher level without further exam upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department.

Agency/Department

Various departments

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.

Examples Of Duties

• Screens incoming correspondence, arranging items by priority for the administrator's reply, referring matters to other staff as appropriate and preparing correspondence regarding matters not requiring the administrator's personal attention.
• Acts as the administrator’s receptionist, screening office and telephone callers, referring inquiries as appropriate and personally assisting those whose business does not require the administrator’s personal attention.
• Makes appointments and arranges conferences and meetings for the administrator, exercising considerable discretion in commitment of the administrator’s time.
• Researches, compiles, and organizes information for use by the administrator in the completion of reports, recommendations, and special projects, preparing reports and projects for the administrator’s approval upon request.
• Sets up and maintains a variety of office files and records, making appropriate recommendations for changes in clerical and office procedures as necessary.
• Serves as liaison between the administrator, his staff, and representatives from other departments and agencies, personally transmitting messages, requests and instructions as appropriate.
• Relieves the administrator of routine personnel, budget, timekeeping and purchasing tasks and other operational details as necessary.
• Takes and transcribes dictations from shorthand notes or recorded dictations; performs filing, mimeographing, xeroxing, and related tasks as required.
• May be assigned duties which involve clerical accounting or bookkeeping.
• May perform lead functions over other clerical personnel.
• 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

Considerable administrative office experience which has led to the acquisition of the required knowledge and abilities. The required knowledge and abilities also can be obtained by:

Management Assistant III – Three (3) years of increasingly responsible secretarial or administrative support experience.

Management Assistant IV – Six (6) years of increasingly responsible secretarial or administrative support experience.

NOTE: Administrative support experience is work best represented by a high degree of independent and personal discretion while using department policies and procedures to address operational details like screening, referring appropriately, or personally resolving issues that may not require a director's or a manager's personal attention.

Necessary Special Requirements

• Bilingual skills.
• Specific typing and/or word processing speeds may be required.
• The ability to take dictation at 90 or more words per minute.
• Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.
• Must be willing and able to report to different worksites due to operational or business requirements.

Knowledge, Skills, And Abilities

Thorough to comprehensive knowledge (depending on level in series) of: correct English usage, grammar, spelling, vocabulary and punctuation; modern office methods and procedures, including business correspondence, filing, and office equipment.

Thorough to comprehensive ability (depending on level in series) to: understand departmental organization, policies, and procedures and the County governmental structure; compose clear and concise correspondence independent from oral or written instructions; establish and maintain clerical procedures and standards; independently perform a variety of administrative assignments; effectively supervise clerical employees; establish and maintain effective public relations with departmental clientele; and effectively meet the public in situations requiring tact and poise.

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 Affiliation of Allegiance for Disaster Service Workers and Public Employees (Sections 3102 and 3103, Government Code of California).

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