Management Assistant III

Description

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 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- We support work life balance by offering compressed work (e.g., 9/80 workweek) 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.

OUR COUNTY AND COMMUNITYVentura County is located on California's "Gold Coast," approximately 35 miles northwest of Los Angeles and 20 miles southeast of Santa Barbara. The County includes 42 miles of coastline which is home to the fol lowing cities and points of interest: Camarillo, Fillmore, Moorpark, Ojai, Oxnard, Port Hueneme, Santa Paula, Simi Valley, Thousand Oaks, and Ventura as well as national protected areas such as parts of the Angeles National Forest, Channel Islands National Park, and the Santa Monica Mountains National Recreation Area. Ventura County’s beauty and weather combined with a wonderful quality of life are among the many reasons our residents choose to call Ventura County "home."

AGENCY/DEPARTMENT: Various departments

THE POSITION
Management Assistant III, under general supervision, performs a wide variety of routine and administrative support tasks 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. Management Assistant III is the advanced journey level classification in this job series. Incumbents independently perform administrative support functions for department or agency leaders.

IDEAL CANDIDATE
Ideal candidates are detail-oriented professionals with excellent organizational, time management, problem solving, interpersonal and communication skills, and display initiative and adaptability to shifting priorities. Ideal candidates are technology proficient with strong Microsoft Outlook, Teams, Word, and Excel skills, and are able to address public inquiries with sensitivity, tact, diplomacy and consistency with department rules, practices and protocols. Additionally, ideal candidates will have the ability to independently perform a variety of advanced administrative functions using department policies and procedures.

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
• Continuous Learning - Pursuing opportunities for professional growth and applying acquired knowledge to one’s work and career goals
• Critical Thinking & Problem Solving - Analyzing and evaluating information, problems, and options with logic and good judgment
• Customer Service - Ensuring consistent, responsive, and superior delivery of services to internal and external stakeholders
• Decision Making - Exercising discretion and good judgment in evaluating and choosing optimal courses of action
• Information Gathering - Proactively obtaining facts and data needed to effectively answer questions, solve problems, or complete projects
• Information Sharing - Proactively communicating facts and data in comprehensible form to appropriate audiences
• Professional Impact - Presenting oneself as a positive representation of the County, reflecting its mission, values, and guiding principles in all one does
• Professional Integrity & Ethics - Demonstrating high standards of conduct and consistently adhering to sound moral principles
• 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
• 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

Management Assistants are represented by the Service Employees International Union (SEIU) and are eligible for overtime compensation.

Examples Of Duties

Duties may include, but are not limited to the following:

• Acts as the administrator's assistant, screening office and telephone callers, referring inquiries as appropriate and personally assisting those whose business does not require the administrator's personal attention.
• 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.
• Makes appointments and arranges conferences and meetings for the administrator, exercising considerable discretion in commitment of the administrator's time.
• Prepares and maintains a variety of office files and records, in a variety of formats, including electronic, 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.
• 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.
• May perform lead functions over other clerical personnel.
• May be assigned duties which involve assisting the public with routine questions, 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:

Considerable 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:

Any combination of education, training, or experience equivalent to three (3) years of increasingly responsible administrative support experience.

NOTE : Administrative support experience is work 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's or a manager's personal attention.

NECESSARY SPECIAL REQUIREMENTS:

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

• Intermediate skill level in Word.
• Beginner skill level in PowerPoint and Excel.

WORKING CONDITIONS
Worksite reassignments may occur due to changes in facilities or other operational requirements within the business.

COUNTY EMPLOYEES AS DISASTER SERVICE WORKERS
When a disaster strikes of natural or manmade origin, Ventura County employees may be called upon to provide service to the community by assisting in emergency response efforts. This may require employees to work in other locations, different hours, and out of class. At the time of hire, all County employees will be required to sign an Oath or Affirmation of Allegiance for Disaster Service Workers and Public Employees (Sections 3102 and 3103, Government Code of California).

DESIRED

• Experience in applicant tracking systems and/or payroll database systems (for example: Ventura County Human Resources Payroll (VCHRP) and/or NeoGov Applicant Tracking System).
• Experience with SIRE.
• Experience with Visio and/or Publisher.
• Strong skills with Microsoft Word and Excel.

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 Sunday, October 19, 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.

Information for Transfer Candidates: 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.

Note: 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 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.

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 throughout the County.

SELECTION INTERVIEW: When a position becomes available, applicants are referred to the employing department for interviews beginning with the highest scoring applicants, moving down the list from the top until the available positions are filled.

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.

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 workplace. 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.

CONTACT INFORMATION: For further information about this recruitment, please contact Mabel Ponce by email at Mabel.ponce@venturacounty.gov .

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: 10/19/2025 5:00 PM Pacific

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• County of Ventura

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