Office Assistant IV

Office Assistant IVPrintApplyOffice Assistant IVSalary$37,638.86 - $52,636.72 AnnuallyLocationthroughout Ventura County, CAJob TypeFull-Time RegularDepartmentVarious DepartmentsJob Number1347VAR-20AA (DC)Closing8/21/2020 5:00 PM Pacific

Description

Benefits

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DescriptionUnder 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. Incumbents perform support duties requiring interpretation of rules and regulations and assessment of individual circumstances to determine appropriate course of action(s); OR serves as lead worker over office operations or satellite offices involving multiple bargaining units.EDUCATION/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.TENTATIVE SCHEDULEOPENING DATE: Monday, August 17, 2020CLOSING DATE: Friday, August 21, 2020APPLICATION REVIEW COMPLETE: Friday, August 28, 2020WRITTEN EXAMINATION: Online exams will be completed by September 4, 2020CERTIFICATION OF NAMES: Friday, September 11, 2020Examples Of DutiesDuties 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; proos 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.

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 work flow; 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.

Office Assistant IV is represented by the Service Employees' International Union (SEIU) and is eligible for overtime compensation.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 EXPERIENCEProgressively 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 an Associate's degree in a related field and two (2) years of increasingly/progressively responsible clerical experience; ORFour (4) years of increasingly/progressively responsible clerical experience.NECESSARY SPECIAL REQUIREMENTS

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.

KNOWLEDGE, SKILLS AND ABILITIESThorough 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.Working skills: depending on assignment, incumbents may be required to demonstrate a certain prescribed proficiency in typing, word processing, and/or data entry and/or taking/transcribing dictation.Thorough ability to: maintain confidentiality; perform and coordinate moderately difficult and responsible clerical work with little or no direct supervision; ability to 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.Thorough ability to: 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 no later than 5:00 p.m. on Friday, August 21, 2020.To apply online, please refer to our web site at www.ventura.org/jobs. A paper application can be obtained by calling (805) 654-5129. Our address is: County of Ventura, Human Resources Division, 800 South Victoria Avenue, L-1970, Ventura, CA 93009. 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.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 for additional information.SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this exam 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. 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 to the next step in the screening and selection 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, prooing and leadership skills. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the 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 future regular (including temporary and fixed-term), intermittent, and extra-help vacancies for these classifications throughout the County. There is currently one (1) Regular vacancy within the Human Services Agency.VALIDATING PROCTORED WRITTEN EXAM: Offers of employment may be conditional to the candidate until taking and passing an on-site, proctored exam similar to the un-proctored, internet-based exam.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.For further information about this recruitment, please contact Denise Carrizosa by e-mail at Denise.Carrizosa@ventura.org or telephone at (805) 654-5094.YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEEService Employees International Union (LOCAL 721)(SEIU)In addition to your annual salary, the County of Ventura offers you an extensive benefits package, including:FLEXIBLE BENEFIT PROGRAM: Employees can allocate the County's non-taxable biweekly contribution among several benefit options. Employees regularly scheduled to work 60 hours or more biweekly receive a Credit Allowance of $447.00. Employees regularly scheduled to work 40–59 hours biweekly receive a Credit Allowance of $313.00.Medical, Dental, and Vision Plans for you and your dependents. Current premium amounts can be found on the Benefits website (http://ceo.countyofventura.org/benefits).

Flexible Spending Accounts which increase your spending power by reimbursing you with pre-taxed dollars for IRS approved dependent care and health care expenses.

Pre-tax Salary Reduction available if the costs for the benefit options you select exceed the County's contribution. This saves you taxes by lowering your taxable income.

Cash added to your biweekly taxable pay, depending on the selection you have made.Employees in Optimum Census Staffing positions receive medical coverage under the Ventura County Health Care Plan, and earn limited benefits such as vacation and sick leave.EMPLOYEE HEALTH SERVICES CLINIC: Available to you for treatment of minor illness or injury.10 PAID HOLIDAYS: New Year's Day, Martin Luther King Day, Presidents' Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day, Christmas Day, and one 8-hour floating holiday. Holiday time is pro-rated for permanent part-time employees.PAID VACATION: 14 days earned each year, increasing in increments after 5 years of service to 24 days per year after 15 years of service. You may accumulate up to 400 hours. You may redeem a portion of the accrual annually, after 10 years of service. You will be paid the value of your accrued credits upon retirement or termination. Earned vacation hours are pro-rated for permanent part-time employees.PAID SICK LEAVE: 80.08 hours earned per year. You may accrue up to 800 hours and will be reimbursed annually for 25% of the number of hours over the maximum. A cash payment of 25% of unused hours will be made if you retire or terminate with more than 10 years of service. Earned sick leave hours are pro-rated for permanent part-time employees.MILEAGE REIMBURSEMENT: You receive mileage reimbursement at the standard rate established by the Internal Revenue Service for each mile driven on County business.UNIFORM PROVIDED: The County will provide uniforms or uniform allowance when required.TEXTBOOK AND TUITION: When courses have been satisfactorily completed, the County will reimburse you to a maximum of $900 per fiscal year for tuition and books for off-duty, job-related courses. Other maximums apply to Exempt employees, Nursing Care Coordinators, and Clinical Coordinators. This benefit is prorated for part-time employees.EDUCATIONAL INCENTIVE: The County may provide up to a 5% incentive pay for educational attainment if not specifically required by your job. You may only receive one form of incentive pay or premium pay and will receive that which provides the greatest incentive.DEFERRED COMPENSATION PROGRAM: You may choose to contribute to one or both of the County's deferred compensation plans (established under Internal Revenue Code Sections 401(k) and 457). If you participate in the County sponsored 401(k) plan, the County will match a part of your contribution up to 1.75% of your salary, on a pay period basis. You must be regularly scheduled to work at least 40 hours each pay period to be eligible to participate in the 401(k) plan. These plans enable you to build long-term savings while deferring current federal and state income taxes. In addition to pre-tax contributions, you are also able to make after-tax contributions through the Roth option available in the 457 plan.RETIREMENT/SOCIAL SECURITY: Both the County and you contribute to the Ventura County Employees' Retirement Association (VCERA) and Social Security. VCERA is a defined-benefit pension plan that provides a lifetime retirement after being vested and meeting eligibility requirements. Benefits vest after 5 years of service. Employees hired to work less than 64 hours biweekly participate in a Safe Harbor retirement plan in lieu of VCERA and Social Security.https://Retirement FAQsSTATE DISABILITY INSURANCE (SDI): This program provides weekly benefits in the event of short term disability. Premiums are automatically deducted from your pay.OPTIONAL WAGE SUPPLEMENT PLAN: You may purchase short-term disability coverage in weekly benefit amounts of $45 or $80. You must be regularly scheduled to work 40 hours or more each pay period to participate, and must enroll within 90 days of employment).DEATH BENEFIT: Your department will provide a $1,000 death benefit payable to your designated beneficiary in the event of your death if you are enrolled in the Flexible Benefits Program."OPTIONAL GROUP LIFE INSURANCE: If you are a regular County employee with a regular work schedule of at least 40 hours per pay period you may purchase term life insurance coverage for either $10,000, one, two or three times your annual base salary, without evidence of insurability, if you enroll within your first 90 days of eligibility. Dependents life insurance is also available for employees who purchase optional life insurance coverage."OTHER BENEFITS: The County also offers an Employee Assistance Program, a Wellness Program, and a Work/Family Program which includes child care and elder care referrals.This Summary is informational only, and cannot modify or affect your benefits in any way, nor shall you accrue any rights because of a statement or omission from this Summary. Please note that Optimum Census Employees and Per Diem Pool employees are only eligible for limited benefits. Please refer to Plan Brochures and Memorandum of Agreement for details.Links to SEIU Memorandum of Agreement 2016-2019 Professional ClassificationsUnion Codes: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS01Please 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

02Describe your increasingly/progressively responsible office clerical experience. In your response be sure to include examples which demonstrate the quality and level of your experience. Include:

the name of the employer,

your specific job duties and responsibilities

NOTE: 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.If you do not have this type of experience, please indicate, "no experience".03Which 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

0 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

04Describe your experience providing exemplary customer service in a professional role. In your response, be sure to illustrate the following:

a description of the customers you served,

a brief description of the type of service you provided, and

an example of a problem you have resolved which illustrates your commitment and service orientation.

If you do not have this experience, please indicate "no experience."Required QuestionAgencyVentura CountyAddress800 S. Victoria AvenueLOC. #1970Ventura, California, 93009Phone(805) 654-5129 Websitehttp://hr.ventura.orgApply