Administrative Assistant III/IV - Behavioral Health

Job Description:

Administrative Assistant III/IV - Behavioral Health

Description

Description

At Ventura County Behavioral Health (VCBH), you'll be part of a compassionate team dedicated to improving lives across our community. VCBH provides comprehensive mental health and substance use treatment services, offering support from mobile crisis response to outpatient care. Here you'll play a key role in helping individuals access the right level of care at the right time, empowering them on their path to wellness and recovery.

THE POSITION:

Under general supervision, the Administrative Assistant III/IV provides high-level administrative support to various Behavioral Health departments in administration and/or within a clinic setting, including but not limited to managed care operations, outpatient clinical operations, and administration. Responsibilities include tasks such as conducting research, data collection, preparing meeting minutes, and drafting memos. Daily work requires proficiency with SharePoint, Excel, DocuSign, Adobe Form Design, electronic filing systems, Zoom and Microsoft Teams. In addition, positions allocated to the Administrative Assistant III/IV levels may serve as a lead for other clerical support staff and may supervise non-clinical staff.

THE IDEAL CANDIDATE:

The ideal candidate is passionate about providing exceptional customer service and excels in environments that demand meticulous attention to detail and strong organizational skills. They will have substantial experience taking meeting minutes, creating memos, posting meeting agendas, and working with today's electronic systems and devices. Additionally, the ideal candidate will be knowledgeable of outpatient services, and electronic health records. The ideal candidate will also be able to work with discretion and professionalism, consistently maintaining confidentiality.

WHAT WE OFFER:
The County of Ventura offers an attractive compensation and benefits package. Aside from our base salary range, an employee in this position may 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 be eligible for bilingual incentive depending upon operational need and certification of skill. Proficiency levels by exam are $0.69/hour (Level I), $1.00/hour (Level II), or $1.32/hour (Level III).
• Merit Increases - New employees serving their initial County service probationary period are eligible for an initial 5% merit increase upon completion of at least 1,040 hours (approximately six months) assuming work meets satisfactory standards. Subsequent merit increases will be upon completion of each additional 2,080 hours (approximately one year) from the initial merit increase.
• Deferred Compensation - Eligible to participate in the County's 401(K) Shared Savings Plan and/or the Section 457 Plan. If you participate in the County sponsored 401(K) plan, the County will match a part of your contribution up to 3% of your salary, on a per pay period basis.
• Health Plans - You are afforded a flexible credit allowance for purchasing medical plan under the County’s Flexible Benefits Program. County now pays 100% of dental, and vision premiums.
• Flexible Spending Accounts - Pre-tax benefit towards eligible medical, dental, and vision care expenses.
• Pension Plan - Participate in the County's defined benefit pension plan that provides lifetime payments to retirees. Members are "vested" after attaining five years of retirement service credit. If eligible, you may establish reciprocity with other public retirement systems such as CalPERS.
• Holidays - 13 paid days per year which includes a scheduled floating holiday.
• Additional Benefits - Tuition Reimbursement, Disability Plans, Employee Assistance Program, Life Insurance, Wellness Program.
• To learn more about the benefits, please follow the link below

https://vcportal.venturacounty.gov/CEO/HR/MOA/docs/SEIU_MOA_2025-2029.pdf

APPROXIMATE SALARY:
Administrative Assistant III: $2,623.55 - $3,679.46/biweekly
Administrative Assistant IV: $2,884.23 - $4,045.25/biweekly

DISTINGUISHING CHARACTERISTICS:
These classifications are characterized by their responsibility to departmental management for the provision of a variety of staff administrative services. They differ from the Administrative Officer classifications in that they are primarily staff in nature. The functional difference between the levels of the Administrative Assistant classifications relate to the complexity of the staff work regularly assigned and the size of the agency/department.

DEPARTMENT/AGENCY: Health Care Agency - Behavioral Health

Administrative Assistant III/IV are represented by the Service Employees International Union (SEIU) and are not 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 for these or similar positions. There is currently one (1) Regular, Full-Time vacancy.

TENTATIVE SCHEDULE:
Opening date: Wednesday, April 28, 2026
Closing date: Wednesday, May 13, 2026 at 5:00 p.m.

Examples Of Duties

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

• Takes detailed meeting minutes and distributes them as appropriate;
• Creates, edits, shares, and posts memos;
• Extracts and summarizes data from electronic health records;
• Prepares and analyzes a variety of reports and correspondence, and compiles supporting documentation;
• Monitors and coordinates the work of others assigned to perform general administrative tasks;
• May supervise direct reports;
• May be responsible for some departmental personnel functions, such as: preparing personnel forms and required Human Resources documentation, auditing contracted provider agreements for compliance, and/or supporting the training department;
• Performs a variety of staff projects and assignments in direct assistance to departmental management staff;
• Maintains departmental position control numbers by conducting research and audits, analyzing findings, and preparing reports;
• Researches, audits, and compiles information to develop narrative and statistical program activity reports for submission to funding and regulatory agencies;
• Uses organizational tools and methods to ensure that recurring tasks are handled timely and that project deadlines are met;
• Acts as a liaison between fiscal, Human Resources, payroll, Behavioral Health representatives, contractors, managers, and the community;
• Travels to various sites and off-site locations as required to support departmental operations;
• Monitors staff performance reviews for completion; and
• Performs other related duties as required.

Note: The prominence of these duties vary based the department assigned.

Typical Qualifications

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

EDUCATION, TRAINING, AND EXPERIENCE:
Considerable education and/or experience background which would provide the required knowledge, skills and abilities (KSAs). This can typically be demonstrated by the following combination of education and experience:

Administrative Assistant III:

• An associate degree in a related field and three (3) years of related experience; or
• A bachelors degree in a related field and one (1) year of increasingly responsible related experience.

Administrative Assistant IV:

• An associate degree in a related field and four (4) years of related experience; or
• A bachelors degree in a related field and two (2) years of increasingly responsible related experience.

Related fields may include, but are not limited to: Public Administration, Business Administration, Healthcare Administration, Organizational Management, Human Resources, or a closely related field.

Related experience may include experience in one or more of the following areas: Administrative/Program Support, Program or Contract Evaluation, Data Analysis and Reporting, and/or Personnel & Human Resources Support, or a closely related field.

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

NECESSARY SPECIAL REQUIREMENTS:

• Intermediate proficiency in Microsoft Excel.
• Experience preparing and posting agendas, taking minutes, and dissemination of meeting materials .

KNOWLEDGE, SKILLS, and ABILITIES:

Considerable to extensive knowledge (depending on level in series) of:

• Principles and techniques of administrative and fiscal analysis;
• Organization and staffing;
• Public relations and customer service;
• Personnel and benefits administration;
• Methods for collecting, analyzing, and summarizing data;
• Electronic Health Records (EHR) systems; and
• Standards applicable to Behavioral Health program operations and funding sources.

Skill in:

• Microsoft Excel, Adobe Form Design, and DocuSign;
• Preparing accurate reports, correspondence, and meeting minutes; and
• Maintaining confidentiality and exercising sound judgment.

Considerable to extensive ability (depending on level in series) to:

• Prepare a variety of reports and recommendations;
• Communicate orally and in writing;
• Establish and maintain effective working relationships with co-workers, the general public and outside contractors;
• Work independently with minimal direction and manage competing priorities;
• Organize complex information and present it in a concise manner; and
• Adapt to changing regulations, organizational priorities, and departmental needs.

Supplemental Information:
Works primarily 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.

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources no later than 5:00 p.m. on Wednesday, May 13, 2026.

To apply on-line, please refer to our website at hr.venturacounty.gov . If you prefer to fill out a paper application form, please call (805) 677-5184 for application materials and submit them to County of Ventura Human Resources - Health Care Agency, 646 County Square Drive, Ventura, CA 93003.

NOTE TO APPLICANTS: It is essential that you complete all sections of your application 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, if/they may not be submitted in lieu of the application.

LATERAL TRANSFER OPTION: 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 appointed 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 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.

TRAINING and EXPERIENCE EVALUATION: A Training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written responses to the supplemental questionnaire. The T&E is NOT a determination of whether the candidate meets the stated requirements; rather, the T&E is one method for determining who are the better qualified among those who have shown that they meet the stated requirements. In a T&E, applications are either scored or rank ordered according to criteria that most closely meet the business needs of the department. Candidates are typically scored/ranked in relation to one another; consequently, when the pool of candidates is exceptionally strong, many qualified candidates may receive a score or rank which is moderate or even low resulting in them not being advanced in the process.

ORAL EXAMINATION - 100%: A job-related oral examination may be conducted to evaluate and compare participating candidates' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: The selection process will likely consist of an Oral Exam, which may be preceded or replaced with the score from a Training and Experience Evaluation (T&E), contingent upon the size and quality of the candidate pool. In a typical T&E, your training and experience are evaluated in relation to the background, experience and factors identified for successful job performance during a job analysis. For this reason, it is recommended that your application materials clearly show your relevant background and specialized knowledge, skills, and abilities. It is also highly recommended that the supplemental questions within the application are completed with care and diligence. If the T&E replaces the oral exam candidates must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

If there are three (3) or fewer qualified applicants, an oral examination may not be conducted. Instead, a score of 70% is assigned to each application, and each applicant is placed on the eligible list.

Applicants successfully completing the examination process may be placed on an eligible list for up to 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 further information about this recruitment, please contact Vivian Merida via email at [email protected] or by telephone at (805) 677-5231.

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

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: 5/13/2026 5:00 PM Pacific

Salary:

$68,212.31 - $105,176.47 Annually