Assistant to the HCA Director - Confidential

Description

PAYROLL TITLE: Management Assistant IV - Confidential

THE POSITION
Under direction, the Management Assistant IV - Confidential performs a wide variety of high-level secretarial and administrative functions in support of the Health Care Agency (HCA) Director. As a key member of the HCA leadership support team, the incumbent plays a critical role in managing communications, coordinating schedules, preparing reports, and handling sensitive information with discretion.

This is the advanced journey level of the Management Assistant-C series, and incumbents may provide lead responsibilities, guiding administrative staff within the assigned department or agency. The Confidential designation is distinguished from other Management Assistant classifications by exposure to confidential and sensitive information on internal County matters pertaining specifically to the decision-making process of the County affecting labor relations transactions and/or employer-employee related activity.

IDEAL CANDIDATE

The ideal candidate is a highly organized and detail-oriented professional with extensive executive support experience. They will be adept at managing complex calendars and coordinating meetings and communications using Microsoft Outlook and Teams. The ideal candidate will also have excellent interpersonal skills and possess the ability to build and maintain effective relationships at all levels while demonstrating tact, poise and confidentiality. Additionally, they will have experience in routinely interacting and effectively communicating with department/agency heads, Board of Supervisors, legislators, stakeholders, and other high-profile individuals.

DEPARTMENT/AGENCY: Health Care Agency - Administration

WHAT WE OFFER
The County of Ventura offers an attractive compensation and benefits package. Aside from the base salary range, an employee within this classification will also be eligible for the following:

• 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's degree.
• Bilingual Incentive - Incumbents may also be eligible for bilingual incentive depending upon operational needs and certification skills.
• Annual Leave - 208 hours per year, increasing to 288 hours after 5 years of service.
• Annual Leave Redemption - The ability to "cash in" or redeem up to 100 hours of accrued annual leave per year after using 80 hours in the preceding twelve months.
• 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% match on your 401(k) contributions.
• Health Plans - Full time employees are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans.
• Flexible Spending Accounts - Choice of participation in the Flexible Spending Accounts which increase spending power through reimbursement of pre-tax dollars for IRS approved dependent care and health care expenses.
• Pension Plan - Both the County and employees contribute to the County's Retirement Plan and to Social Security. If eligible, reciprocity may be established with other public retirement systems, such as PERS.
• Holidays - 11 paid days per year plus one scheduled floating holiday.

Management Assistant IV - Confidential is a Confidential Clerical classification and is eligible for overtime compensation.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies. There is currently one (1) Regular Full-Time vacancy in the Health Care Agency.

TENTATIVE SCHEDULE
OPENING DATE: April 10, 2025
CLOSING DATE: April 17, 2025

Examples Of Duties

Duties may include but are not limited to the following:

• Screens incoming correspondence, arranging items by priority for the Director's reply, referring matters to other staff as appropriate and preparing correspondence regarding matters not requiring the Director's personal attention;
• Acts as the Director's receptionist, screening office and telephone callers, referring inquiries as appropriate and personally assisting those whose business does not require the Director's personal attention;
• Manages the Director's calendar by exercising considerable discretion in commitment of their time;
• Arranges appointments, conferences, and meetings for the Director;
• Researches, compiles, and organizes information for use by the Director in the completion of reports, recommendations, and special projects;
• Utilizes Microsoft Word, Excel and PowerPoint to prepare reports, projects, and presentations for the Director's approval upon request;
• Sets up and maintains a variety of office files and records, making appropriate recommendations for changes in clerical and office procedures as necessary;
• Serves as a liaison between the Director, staff, and representatives from other departments and agencies, personally transmitting messages, requests and instructions as appropriate;
• Relieves the Director of routine personnel, budget, timekeeping, and purchasing tasks and other operational details as necessary;
• Performs filing, copying, and related tasks;
• May be assigned duties which involve clerical accounting or bookkeeping;
• May perform lead functions over other clerical personnel; and
• Performs other related duties as required.

Typical Qualifications

EDUCATION, TRAINING, and EXPERIENCE

Considerable secretarial and administrative office experience which has led to the acquisition of the required knowledge, skills and abilities. The required knowledge, skills, and abilities also can be obtained by:

• Four (4) years of increasingly responsible secretarial or administrative support experience

NOTE: Secretarial and administrative support experience is best represented by a high degree of independent and personal discretion while using department policies and procedures to address operational details like screening, referring appropriately, or personally resolving issues that may not require a director or manager's personal attention.

NECESSARY SPECIAL REQUIREMENTS

• Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire. Spelling, language usage, and grammar will be evaluated as well as content. Clarity of expression and ability to follow instructions will also be considered in the evaluation process
• Must be able to multitask and readjust priorities as needed
• Must be proficient in Microsoft Office programs including Outlook, Teams, Word, Excel, and PowerPoint

DESIRED

• Knowledge of Health Care Agency organization, policies, and procedures
• Bachelor's degree in business administration, public administration, communications, or a related field
• Familiarity with Board Letter processing
• Experience using SIRE

KNOWLEDGE, SKILLS, and ABILITIES
Comprehensive knowledge of: correct English usage, grammar, spelling, vocabulary, and punctuation; modern office methods and procedures, including business correspondence, filing, and standard office equipment; and Microsoft Office programs.

Comprehensive ability to: manage multiple tasks at once; adjust priorities as needed; understand departmental organization, policies, and procedures and the County governmental structure; compose clear and concise correspondence independent of oral or written instructions; establish and maintain clerical procedures and standards; independently perform a variety of administrative assignments; effectively supervise clerical employees; establish and maintain effective public relations with departmental clientele; effectively meet the public in situations requiring tact and poise.

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, April 17, 2025.

To apply on-line, please refer to our web site at http://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.

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) for additional information.

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.

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 to the next step in the screening and selection process.

WRITTEN EXAMINATION - 100%: A job-related written examination will be administered to test candidates' knowledge of written communication, office practices and procedures, interpersonal relationships, and supervision and leadership. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

Applicants successfully completing the examination process may be placed on an eligible list 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 more information about this recruitment, please contact Maritza David by e-mail at maritza.david@ventura.org or by telephone at (805) 677-5162.

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.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

MANAGEMENT

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 Codes: MB3, MB4, MS, MT,MCC, OU

Closing Date/Time: 4/17/2025 5:00 PM Pacific

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• County of Ventura

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