Administrative Aide, Administrative Assistant I/II

Under supervision (Administrative Aide) to general supervision (Administrative Assistant I/II) these classifications provide administrative services to departmental management (Administrative Assistant I/II) or administrative staff (Administrative Aide) within a County department.
 
These classifications are characterized by their responsibility to departmental management for the provision of a variety of staff administrative services. The functional difference between the levels of the Administrative Aide and Administrative Assistant I/II classifications relates to the complexity of the work regularly assigned and the size of the agency/department.
 
PAYROLL TITLES/APPROXIMATE SALARIES
Administrative Aide - $21.04 - $29.45 per hour
Administrative Assistant I - $26.20 - $36.66 per hour
Administrative Assistant II - $28.80- $40.40 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.
 
Administrative Aide, Administrative Assistant I/II are represented by Service Employees International Union (SEIU) and are eligible for overtime compensation.

Depending on the level, duties may include but are not limited to the following:

Administrative Aide:

• Assists in budget preparation and maintenance, purchasing, accounting and fiscal programs, and departmental personnel administration; 
• Researches, compiles, and organizes information for use by the administrator in the completion of reports, recommendations, and special projects;
• May personally prepare reports and projects for the administrator's approval;
• Prepares correspondence in accordance with administrative policies and procedures;
• Relieves administrator of other routine office and administrative details as required; and
• Performs other related duties as required.

Administrative Assistant I/II:

• Analyzes and prepares budgets and supporting documentation;
• Analyzes and prepares a variety of reports and correspondence;
• Monitors and may supervise the work of subordinates or coordinate the work of others assigned to perform general administrative tasks;
• Conducts research, analyzes results, and prepares report of findings on a variety of special projects;
• Performs a variety of staff projects and assignments in direct assistance to departmental management staff;
• May manage facilities including budget, related expenses, furniture, maintenance, etc;
• May be responsible for departmental personnel function;
• May be responsible for departmental benefits administration;
• May develop and monitor contracts; and
• Performs other related duties as required.

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
Any combination of education and experience which would demonstrate possession of the knowledge and abilities.
Note:  For some vacancies, specific knowledge, specialized education, and/or specialized experience may be required.

Administrative Aide - Possession of the requisite KSAs could typically be demonstrated by completion of an Associate's degree in a related field and/or one (1) year of increasingly responsible clerical or administrative support experience.

Administrative Assistant I: Possession of the requisite KSAs could typically be demonstrated by completion of an Associate's degree in a related field and/or one (1) to two (2) years of related experience.

Administrative Assistant II: Possession of the requisite KSAs could typically be demonstrated by completion of an Associate's degree in a related field and/or two (2) to three (3) years of related experience.

Additional related experience can be substituted for the education on a year-for-year basis.
Depending on assignment, supervisory experience may be highly desirable.

NECESSSARY SPECIAL REQUIREMENT
Some positions may require a valid California driver license.

Work is primarily performed in an office environment but may be required to visit various departments/agencies on a regular basis and meet off-site with business/community leaders, the public, and outside contractors.

DESIRED
Intermediate proficiency with Microsoft Word and/or Excel.

JOB COMPETENCIES

1. Adaptability & Flexibility – Responding positively to change and fluidly modifying behavior as the situation requires
2. Business/Technical Expertise – Skillfully applying specialized job-related knowledge
3. Communication – Respectfully delivering pertinent, truthful, and timely information and comprehending information delivered by others
4. Customer Service – Ensuring consistent, responsive, and superior delivery of services to internal and external stakeholders
5. Professional Impact – Presenting oneself as a positive representation of the County, reflecting its mission, values, and guiding principles in all one does 
6. Professional Integrity & Ethics – Demonstrating high standards of conduct and consistently adhering to sound moral principles 
7. Results Focus – Initiating tasks, meeting organizational goals, and committing to proficient accomplishment
8. Team Orientation – Embracing a spirit of collaboration and a commitment to cooperating with others to achieve shared goals
9. Attention to Detail – Accomplishing tasks thoroughly with concern for all elements involved, however small
10. Information Sharing – Proactively communicating facts and data in comprehensible forms to appropriate audiences 
11. Reading Comprehension – Understanding, analyzing, and applying written information
12. Relationship Building – Developing and maintaining stable, mutually beneficial networks of cooperation among clients, coworkers, vendors, and other organizations

FINAL FILING DATE:  Applications must be received by County of Ventura Human Resources no later than 5:00 p.m. on Wednesday, February 12, 2025.

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: You must provide sufficient information under the Education/Work experience portion of the application and supplemental questionnaire if applicable, in order 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.  The supplemental questionnaire may be used throughout the exam 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, on-line, internet-based job-related written examination will be administered to test candidates' knowledge of English Usage, Reading Comprehension, Customer Service, Clerical Methods and Practices, and Mathematics for successful performance on the job.  Examinees 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 for various agencies/departments throughout the County.

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.
 
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.

For further information about this recruitment, please contact Blake Nespica via email at Blake.Nespica@ventura.org.

Salary : $43,756 - $84,029