THE POSITIONThe City of Ventura is hiring! We have an immediate vacancy for the position of
Executive Assistant. We are seeking an experienced professional who thrives on providing complex administrative support to an executive-level manager. This is an exciting time to join the City of Ventura and make a direct impact on the citizens we serve.
The current vacancy is in the Public Works Department. The resulting eligibility list created from this recruitment will be used to fill future Executive Assistant vacancies that occur while the eligibility list is active.
This position is designated as "at will," serving at the pleasure of the assigned Department Head, and subject to discharge without cause and without the right of appeal. This position is also designated as "confidential" in the City's Employer-Employee Relations Resolution.
WHAT YOU’LL DOThe Executive Assistant coordinates the Public Works Department's overall office support functions and activities and reports directly to the Public Works Director. The Executive Assistant handles various complex and confidential administrative tasks, including preparing correspondence, interpreting policies and regulations, scheduling meetings, making travel arrangements, and managing communications. This role also supports the department by performing payroll functions, personnel requests, purchasing duties, including submitting and processing requisitions and purchase orders, and budget management duties, ensuring the smooth operation of the department. In addition to maintaining critical departmental records, schedules, and staff reports, the Executive Assistant coordinates meetings and special events and manages the Director’s calendar. This position is crucial in facilitating communication within the department and other city departments, as well as with the public, serving as the main point of contact for both internal and external communications.
WHO YOU AREThe ideal candidate for this position has demonstrated experience working in a fast-paced, confidential office environment. This person is skilled at exhibiting tact and a professional demeanor when interacting with executive staff, elected officials, and the public. The selected person has experience prioritizing multiple projects and deadlines and has a wide range of experience with city government services. The ideal candidate is a proficient communicator and able to coordinate highly complex and sensitive information and activities with City executive staff, elected officials, representatives of other agencies, and constituents.
If the opportunity to contribute to our organizational excellence through providing outstanding administrative support excites you and efficiency, attention to detail, and multi-tasking are your strengths, we encourage you to apply!
MORE INFORMATIONFor additional information on the duties and responsibilities of the position, refer to the job descriptions located on the City’s Career Page at www.cityofventura.ca.gov/jobs or by clicking here
EXECUTIVE ASSISTANT .
THE SCHEDULE- September 9, 2024, at 5:30 p.m. - Application Deadline. Applications must be submitted by this date to be considered for the position.
- September 12, 2024 - Candidates will be notified by email of their status by this date.
- September 12, 2024 - Qualifying Candidates will be invited to an online assessment test.
- Week of September 23rd - Oral Panel Interviews are tentatively scheduled for this date. Qualifying candidates will be notified by email if they are invited to the panel interview process.
- Department Selection Interviews will be scheduled after the oral panel qualification interviews have been completed. Qualifying candidates will be notified by email if they are invited to the panel interview process.
- Week of October 7th - Candidates will be notified of the outcome of the interview by this date.
The timeline dates are subject to change. Candidates will be notified as necessary.
SALARY AND BENEFITS The City offers a total compensation package that includes both a generous salary and other benefits!
- SALARY: $33.09 - $40.21 Hourly
- BENEFITS: Refer to the benefits tab on the job posting for specific information on City benefits.
HOW TO APPLY To be considered for this exciting opportunity, please complete an online City Job Application and supplemental questionnaire by the filing deadline,
Monday, September 9, 2024 at 5:30 p.m. If you have questions about the recruitment process, please contact Human Resources at recruitment@cityofventura.ca.gov .
POSITION QUALIFICATIONSWHAT DOES IT TAKE TO QUALIFY A combination of education, training, and experience equivalent to the completion of high school, keyboarding abilities sufficient to perform the job, and four years of increasingly responsible advanced clerical or secretarial/administrative support experience are required.
License: Possession of a valid California Class C driver license is required.
APPLICATION AND INTERVIEW PROCESSYOUR APPLICATIONSubmit an online City job application and supplemental questionnaire by the filing deadline or first review date at www.cityofventura.ca.gov/jobs . It is important that your City job application shows all the relevant education, training, and experience you possess. Resumes, CVs, and cover letters may be attached to your application but will not be accepted in lieu of a completed job application or supplemental questionnaire. Submitting an incomplete application or supplemental questionnaire may disqualify you from further consideration in the recruitment process.
DEADLINE TO APPLY:
Applications and supplemental questions will be accepted until
Monday, September 9, 2024 at 5:30 p.m. APPLICATION REVIEW: All applications and supplemental questionnaires submitted will be screened in relation to the criteria outlined in this job announcement. Candidates will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process. Candidates will be notified about their status after the filing deadline.
The online assessment exam process may consist of one or more of the following assessment exams: proofreading exercise, reading comprehension exercise, keyboarding, MS Office skills assessment, customer service assessment, and qualifying panel interview process.
INTERVIEW DATES AND INFORMATION:
A select number of candidates passing the online assessment exam will be invited to a qualifying panel interview process that is tentatively scheduled for the Week of
September 23, 2024 Select candidates will be notified of specifics after the filing deadline.
The department selection interviews will be scheduled promptly after the qualifying panel interview. Candidates selected to move forward will be notified.
The Eligibility List established for this classification may be used to fill other regular and temporary vacancies at the discretion of the City.
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In compliance with the Americans with Disabilities Act (ADA), if you need an accommodation in a selection process, please notify the Human Resources Department in writing by the final filing date of the position you are interested in. The Human Resources address is: 501 Poli Street, Room 210, Ventura, CA 93001, (805) 654-7853, e-mail: recruitment@cityofventura.ca.gov .
THE ORGANIZATIONThe City of Ventura operates under the Council/ Manager form of government under a charter adopted by voters in 1934, with an elected seven-member City Council. This full-service municipality is supported by 11 major City departments: City Manager, City Attorney, Finance, Information Technology, Human Resources, Community Development, Parks & Recreation, Fire, Police, Public Works, and Ventura Water. The City’s Adopted FY 2024/2025 Budget totals approximately $531 million. The City Council and the City Manager are dedicated to the highest standards of integrity, public service, and innovative approaches to governing.
To learn more about the City of Ventura, please visit www.cityofventura.ca.gov and view the FY2024-25 Adopted Budget.
CITY OF VENTURA The City of Ventura is located just north of Los Angeles County and south of Santa Barbara County and is frequently considered one of America’s most desirable places to live. The City is a full-service municipality that was founded in 1782, incorporated in 1866, and serves nearly 110,000 residents within its 32 square miles. With nearly 700 employees, the City is dedicated to delivering key services to our businesses, residents, and visitors to ensure Ventura remains a fiscally stable, economically vibrant, safe, clean, and desirable community.
Locals and visitors enjoy Ventura’s impressive park system that includes 32 parks and historic sites, and more than 800 acres of open green space. The City offers a remarkable year-round climate, friendly people, and a spectacular coastline. Ventura is an exciting location for a variety of outdoor activities such as biking, hiking, kayaking, paddle-boarding, sailing, surfing, whale watching and windsurfing. Other activities include the Channel Islands National Park, championship golf, world-class shopping, wine tours, and more. Learn more about the City of Ventura at www.CityofVentura.ca.gov
DIVERSITY, EQUITY AND INCLUSIONThe City of Ventura values human rights, goodwill, respect, inclusivity, equality, and recognizes that the City derives its strength from a rich diversity of thoughts, ideas, and contributions. As leaders in public service, we aspire to be an employer of choice by promoting an organizational culture that reflects these core values. We seek to attract, develop, and retain a talented and dedicated workforce where people of diverse races, genders, religions, cultures, political affiliations, and lifestyles thrive. Our goal is to create a welcoming and inclusive environment that empowers our employees to provide the highest level of service to our community of residents and businesses; they’re counting on us.
The City is an equal opportunity employer and strives to attract qualified applicants from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, gender expression, marital status, ancestry, physical disability, mental disability, medical condition, genetic information, military and veteran status, or any other status protected under federal, state and/or local law. We aim to create an environment that celebrates and embraces the diversity of our workforce. We welcome you to join our team!
Employment Information: Right to Work : Before employment, candidates must submit documentation verifying their legal right to work in the United States.
Background Check : A pre-employment verification of background, references, and medical examination will be conducted. A drug screening may be required for some positions. Applicants for positions using a City vehicle may be required to submit a DMV report.
Probationary Period : Six month probationary period. The following classifications are 'At Will' position, subject to discharge without notice or right to appeal - Legal Litigation Assistants, Administriative Assistants, and Paralegals.
Deferred Compensation: The City contributes $168 per year to a 457 plan and will match $1,000 per year contributed by the employee, for a total benefit of $1,168 per year.
Medical & Dental Insurance: Up to $677 monthly towards a selection of plans. Medical and dental insurance is effective the first of the second month after date of hire.
Optional Benefits: $483 monthly, which may be applied toward medical insurance premiums. Cash-out option is not available.
Vision Insurance: City paid coverage provided for employees and dependents. Vision insurance is effective the first of the second month after date of hire.
Life Insurance: City paid term life insurance equal to the employee's annual salary, and dependent life insurance of $2,000 per dependent.
Disability Insurance: City paid short and long-term disability coverage.
Retirement: Tier I - 2% @ 55/Single Highest Year of Compensation for Classic CalPERS members who worked for the City prior to December 31, 2012 and are returning to City employment. Employees make a 7% member contribution, and may be subject to compensation limits per Section 401(a)(17) of the IRC.
Tier II - 2% @ 60/3-Year Final Compensation Period for Classic CalPERS members with less than a six-month break in service from another CalPERS or CalPERS'-reciprocal agency. Employees make a 7% member contribution, and may be subject to compensation limits per Section 401(a)(17) of the IRC.
Tier III - 2% at 62/3-Year Final Compensation Period for New CalPERS members. Employees make a 6.25% member contribution, and are subject to compensation limits per Government Code Section 7522.10. Additional details regarding the City's retirement plan will be provided to candidates during the job offer process.
Social Security: CalPERS members do not participate in Social Security retirement so there is no payroll deduction. Receiving a CalPERS benefit may affect your Social Security upon retirement. For further information contact a Social Security office or www.socialsecurity.gov/form1945 .
Medicare: Employees participate only in the Medicare portion of Social Security. There is a 1.45% payroll deduction for this benefit.
Vacation: 2.5 weeks, increasing to 4 weeks per year, after 10 years service.
Personal Leave: 27 hours per calendar year.
Holidays: 12 paid holidays per year
Winter Holiday Break: 18 hours of Winter Holiday time. City Hall closure December 25th to January 1st.
Sick Leave: 96-hour bank upon employment and additional accruals of 2 hours semi-monthly after 6 months of employment.
Tuition Reimbursement: $2,500 per year for tuition and books for courses taken at accredited institution after completion of probation.
Student Loan Forgiveness: The City currently qualifies as an eligible employer for the federal Public Service Loan Forgiveness program.
Direct Deposit: Paychecks are automatically deposited to employee accounts.
Flexible Workweek: A 9/80 workweek is available for some positions.
Wellness Program: A comprehensive program is available, including on-site gym, exercise classes, downtown/beach-walking routes, weight loss, and tips on nutrition and healthy lifestyle.
Professional Development: The City of Ventura is a LinkedIn Learning organization. LinkedIn Learning online classes are available with a library of more than 13,000 courses taught by real-world experts. Users can download certificates and customize learning paths that match their roles and competencies.
Closing Date/Time: 9/9/2024 5:30 PM Pacific
