County Clerk & Recorder Office Systems Coordinator I

Description

The current Office Systems Coordinator I vacancy is for the Ventura County Clerk-Recorder and Elections Division; there is currently 1 (one) regular vacancy in Ventura and will require travel throughout Ventura County. This position could be required to work in the County Clerk-Recorder Ventura Office, County Clerk-Recorder East County Office, and Elections Division. Duties may be re-assigned based on business needs.

Under general direction and reporting directly to the Clerk-Recorder & Registrar of Voters Information Technology Manager, the Office Systems Coordinator I will train, and provide technical assistance to department/agency personnel by supporting and coordinating tasks related to office automation systems; develop systems procedures; analyze, design, and write micro-computer programs; perform technical and complex activities in support of the preparation in conducting Elections using Elections Information Management System (EIMS) and Geographic Information System (GIS), a geographical land information mapping database; performs records management duties using TYLER records management software; and performs related work as required.

The ideal candidate is a detail-oriented professional with excellent organizational, time management, interpersonal, and communication skills; has the ability to perform Network troubleshooting, software troubleshooting, computer hardware troubleshooting; possesses Active Directory knowledge; is able to multi-task; works effectively with rapidly changing priorities in a timely manner and with a high degree of accuracy; upholds the department rules, practices, and protocols.

AGENCY/DEPARTMENT: Clerk-Recorder & Registrar of Voters

TENTATIVE SCHEDULE
Opening Date: April 15, 2025
Closing Date: May 8, 2025 at 5:00 pm

Examples Of Duties

Duties may include but are not limited to the following:

• Responsible for vendor liaison, and coordination of technical evaluation of products and product procurement with I.T. Manager.
• Coordinates Software & Hardware configuration, upgrades, and installation of individual personal computers and/or local area networks and data communications.
• Provides data communication analysis and support.
• Provides technical assistance for user interface of office systems and large computer systems with ITS.
• Performs feasibility studies, minor systems design and computer application development as required by the department/agency.
• May assist management of department/agency in establishing priorities and planning office automation needs.
• Provides occasional systems maintenance and repair.
• Analyzes, designs, and develops micro-computer programs.
• Trains department/agency personnel in automated office systems use.
• Troubleshoots ongoing department/agency concerns associated with automated office systems and refers repairs to Information Technology Services staff.
• Performs technical records management duties.
• Develops, implements, and maintains records management system in consultation with management.
• Compiles/analyzes data and prepares reports.
• Performs GIS related duties.
• Researches and interprets government codes and regulations related to records retention requirements and California election codes.
• Performs other related duties as required.

Typical Qualifications

These are entrance requirements to the exam process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING AND EXPERIENCE

Some experience in automated office systems coordination which has led to the acquisition of the required knowledge, skills, and abilities. The required knowledge, skills and abilities also can be obtained by completion of pertinent office systems coursework with two (2) or more years of related experience. Some experience maintaining databases is required.

DESIRED

• Working knowledge of Elections Information Management System (EIMS), Geographical Information System (GIS), and TYLER records management software.

NECESSARY SPECIAL REQUIREMENT

• Must be able to work extended hours including nights and weekends on short notice.
• Must be willing to change schedule during the election period.

Ideal candidates will possess the following competencies:

• Adaptability & Flexibility - Responding positively to change and fluidly modifying behavior as the situation requires.
• Attention to Detail - Accomplishing tasks thoroughly with concern for all elements involved, however small.
• Communication - Respectfully delivering pertinent, truthful, and timely information and comprehending information delivered by others.
• Critical Thinking & Problem Solving - Analyzing and evaluating information, problems, and options with logic and good judgment.
• Cross-Divisional Collaboration - Facilitating cooperation across organizational units to accomplish common goals.
• Engagement & Inclusion - Involving coworkers, teams, and outside partners for input, contribution, coordination, and shared responsibility.
• Information Sharing - Presenting oneself as a positive representation of the County, reflecting its mission, values, and guiding principles in all one does.
• Initiative & Creativity - Pursuing new and innovative ways to solve problems, improve processes and services, and advance the County’s mission, values, and guiding principles.
• Organizational Design & Systems Thinking - Building and managing an integrated institutional structure characterized by clear roles, efficient operations, and stable interrelationships.
• Process Analysis & Improvement - Defining, assessing, and optimizing operations, workflow, and service delivery.
• Professional Integrity & Ethics - Demonstrating high standards of conduct and consistently adhering to sound moral principles.
• Results Focus - Initiating tasks, meeting organizational goals, and committing to proficient accomplishment.

SUPPLEMENTAL INFORMATION
Work is performed primarily in an office environment.

Recruitment Process

FINAL FILING DATE: Applications must be received by the County of Ventura Human Resources Department no later than 5:00 pm on Thursday, May 8, 2025.

To apply on-line, 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 : 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.

Applicants must provide sufficient information under the Education/Work experience portion of the application and supplemental questionnaire 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.

SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this examination 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.

APPLICATION SCREENING - qualifying: Candidates' applications, resumes, or other required documentation will be evaluated on a comparative basis against pre-established criterion. Those individuals whose materials best indicate possession of the stated requirements, may 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 computer usage, operations, terms and definitions, help desk/desktop support, and customer service. 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 current and 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.

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 those classifications that are subject to Department of Transportation drug and alcohol testing regulations, incumbents will be tested prior to driving a commercial vehicle and may be randomly tested thereafter.

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.

For further information about this recruitment, please contact Judy Larson by e-mail at judy.larson@ventura.org or by phone at (805) 654-3611.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

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 Codes: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS

Closing Date/Time: 5/8/2025 5:00 PM Pacific

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• County of Ventura

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