Management Assistant I/II

Job Description:

Management Assistant I/II

Description

Description

Management Assistant I/II, under general supervision, performs a wide variety of secretarial and routine administrative functions, for one to three directors and/or management personnel. Incumbents holding these positions must possess considerable knowledge of the assigned agency/departmental programs, terminology, policies, and procedures.

Ideal candidates are detail-oriented professionals with excellent organizational, time management, interpersonal and communication skills, and display initiative and adaptabilities to shifting priorities. Ideal candidates are computer literate with strong Microsoft Word and Excel skills, have experience working with financial software, and are able to address public inquiries with sensitivity, tact, diplomacy and consistency with department rules, practices and protocols.

Distinguishing Characteristics:

At each successive level, the incumbents are expected to demonstrate greater initiative, self-direction, independent judgment, and problem solving with less supervision than the preceding level.

Management Assistant I - is the entry level classification in this job series. Incumbents independently perform a variety of secretarial and clerical duties in support of assigned managers/professionals.

Management Assistant II - is the journey level classification in this job series. Incumbents independently perform a variety of complex secretarial and clerical duties designed to relieve the assigned managers/professionals of routine administrative details and solve routine problems without assistance. Incumbents are responsible for a component of the program process which requires knowledge of specialized operational procedures.

APPROXIMATE SALARIES:

Management Assistant I: $21.00- $27.95 per hour
Management Assistant II: $22.53 - $31.55 per hour

WHAT WE OFFER
The County of Ventura offers an attractive compensation and benefits package that includes:

• 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/Telework Schedule - We support work life balance by offering compressed work (e.g., 9/80 or 4/10 workweek) and remote hybrid telework 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 $25,558 annually to offset the purchase of medical, dental, and/or vision insurance for you and your dependents.
  • Employee only - $509 per biweekly pay period
  • Employee plus one dependent - $779 per biweekly pay period
  • Employee plus family - $983 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.

DEPARTMENT/AGENCY: Various

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.

Management Assistants 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:

• 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.
• May take and transcribe dictation from shorthand notes or recorded dictation. Performs filing, copying, scanning, and related tasks as required.
• Prepares 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, 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.
• May be assigned duties which involve clerical accounting or bookkeeping.
• 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:

Some (I) to considerable (II) secretarial and 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 I: One (1) year of increasingly responsible secretarial or administrative support experience.

Management Assistant II: Two (2) years of increasingly responsible secretarial or administrative support experience. Related training or college coursework may be substituted for up to one (1) year of the required experience.

NECESSARY SPECIAL REQUIREMENTS:

Depending on the assignment, any one or combination of the following may be required:

• A valid California driver license.
• Intermediate skill level in Excel and Word.
• Beginner skill level in PowerPoint, Publisher, and/or Visio.

DESIRED

• Experience in Ventura County Human Resources Payroll (VCHRP), SIRE and/or NeoGov Applicant Tracking System.
• Excellent organizational, time management, interpersonal and communication skills.
• Strong skills with Microsoft Word and Excel.
• Experience working with financial software.

COMPETENCIES
Adaptability & Flexibility - Responding positively to change and fluidly modifying behavior as the situation requires.Communication - Respectfully delivering pertinent, truthful, and timely information and comprehending information delivered by others.Customer Service - Ensuring consistent, responsive, and superior delivery of services to internal and external stakeholders.Professional Integrity & Ethics - Demonstrating high standards of conduct and consistently adhering to sound moral principles.Self-Management - Exemplifying personal organization, dependability, and self-discipline.Team Orientation - Embracing a spirit of collaboration and a commitment to cooperating with others to achieve shared goals.Attention to Detail - Accomplishing tasks thoroughly with concern for all elements involved, however small.Critical Thinking & Problem Solving - Analyzing and evaluating information, problems, and options with logic and good judgment.Information Gathering - Proactively obtaining facts and data needed to effectively answer questions, solve problems, or complete projects.Reading Comprehension - Understanding, analyzing, and applying written information.Relationship Building - Developing and maintaining stable, mutually beneficial networks of cooperation among clients, coworkers, vendors, and other organizations.

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 Friday, April 18, 2025.

To apply online, 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.

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.

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. 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 exam will be conducted to evaluate participating candidates' knowledge of English usage & written communication, business math, proof reading, and filing & office practices for successful performance on the job. 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 present and future Regular, Temporary, Fixed-Term, Intermittent, and Extra-help vacancies.

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

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 Blake Nespica by email at Blake.Nespica@ventura.org .

Service Employees International Union (LOCAL 721)
(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website or you may call (805) 654-2570.
• Retirement FAQ's
• Memorandum of Agreement

Union Code: UPP

Closing Date/Time: 4/18/2025 5:00 PM Pacific

Salary:

$43,680.00 - $65,619.38 Annually