Description

Office Assistants, under direct supervision (I) and general supervision (II), 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.

Ideal candidates will possess good attention to detail; good communication, interpersonal, organizational, and customer service skills; the ability to respond and adapt to changing working conditions; and the ability to learn and support a department's business operations in ways consistent with its policies and procedures.

Office Assistant I is the entry level classification in this job series. Incumbents perform routine clerical and/or manual tasks with simple, clear cut instructions involving no more than a few steps and limited knowledge of operational processes and procedures.

Office Assistant II is the journey level classification in the job series. Incumbents perform a variety of clerical duties according to established criteria and prescribed procedures. Some independent judgment is required in choosing among alternative courses of action in mostly standardized operations or routine situations.

EDUCATIONAL/BILINGUAL INCENTIVE: Some positions may be eligible for educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.

VETERAN’S POINTS: Office Assistant I/II is a trainee/entry level classification, and Veteran’s Points may apply to eligible applicants. Documentation of military service (DD-214) must be submitted prior to close of recruitment in order to receive points.

DEPARTMENT/AGENCY: Various

APPROXIMATE SALARIES
Office Assistant I: $15.04 - $20.32 per hour
Office Assistant II: $16.01 - $22.37 per hour

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.

The eligible list established from this recruitment may be used to fill current and future Regular, Temporary, Fixed-Term, Intermittent, and Extra-Help vacancies throughout various departments/agencies within the County of Ventura.

Office Assistant I/IIs are represented by the Service Employees' International Union (SEIU) and are eligible for overtime compensation.

Examples Of Duties

Depth and breadth of assignments increase at each level and may include, but are not limited to, the following:

• 
  Receives assigned clients and answers phone calls; determines how incoming calls should be routed; directs people to appropriate offices; directs clients to proper information sources; answers routine questions; explains routine 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.
• Operates a variety of automated office equipment.
• Types a variety of documents in draft and final form, including correspondence, standard forms, charts, proposals, specifications, and reports from written, recorded, or printed sources and/or verbal instructions; proofreads typed materials for correct grammar, spelling, and punctuation.
• Sorts and/or files materials, including 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.
• Uses computerized equipment to produce routine reports, correspondence, or forms; enters, updates, and/or extracts stored information using such equipment.
• Prepares, validates, processes, and/or checks a variety of documents, including permit applications, client or project records, personnel/payroll records, requisitions, invoices, etc. for completeness, accuracy, and submission standards.
• Compiles routine reports and records by extracting and/or tabulating information from a variety of sources, including files, correspondence, meeting notes, logs, previous reports, and/or verbal instructions.
• Transfers professional and technical instructions to project or client files; researches reference materials to respond to client or co-worker inquiries.
• May perform equipment/system maintenance checks.
• Performs other related duties as required.

Typical Qualifications

These are entrance requirements for the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, AND EXPERIENCE

Office Assistant I - No experience or training is required; however, applicants must demonstrate possession of requisite knowledge, skills, and abilities listed below.

Office Assistant II - Any combination of education, training, or experience equivalent to two (2) years of office clerical experience.

NECESSARY SPECIAL REQUIREMENT(S)

• 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.

Supplemental Information:
Work is primarily performed in an office environment, but incumbent may also be required (depending upon assignment) to:

• Stand for extending periods of time.
• Lift 25 pounds or more.
• Work outdoors and/or travel throughout the County.

KNOWLEDGE, SKILLS AND ABILITIES

Some (I) to considerable (II) knowledge of: modern office methods and practices; record maintenance systems; letter writing and report compilation; and public contact techniques.

Working (I) to considerable (II) knowledge of: the operations, procedures, and practices used in support of the functions assigned; techniques to expedite or improve clerical tasks and record processing; correct English usage, spelling, grammar, and punctuation.

Working skills: depending on assignment, incumbents may be required to demonstrate a certain prescribed proficiency in typing or equivalent word processing/data entry and/or taking/transcribing dictation.

Working (I) to considerable (II) ability to: perform and coordinate moderately difficult and responsible clerical work with little or no direct supervision; 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.

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 Thursday, December 8, 2022.

To apply on-line, 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 to Applicants: 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.

NOTE TO 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 here (Download PDF reader) (Download PDF reader) for additional information.

SUPPLEMENTAL QUESTIONNAIRE – qualifying: All 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 applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION – qualifying: All 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 through the screening and selection process.

WRITTEN EXAMINATION - 100%: An un-proctored, on-line, internet-based, job-related written examination will be conducted to test candidate's knowledge, skills, and abilities in relation to office practices, reading comprehension, forms completion/checking, comparison, vocabulary, spelling, math, and filing. Candidates invited to the written examination will receive written confirmation.

Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list. The eligible list is valid 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.

For further information about this recruitment, please contact Blake Nespica via email at blake.nespica@ventura.org or by telephone at (805) 477-5117.

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.