Administrative Assistant IV

Job Description:

Administrative Assistant IV

Description

Description

THE DEPARTMENT: Ambulatory Care is a comprehensive system of primary and specialty care clinics conveniently located throughout Ventura County. In alignment with the mission of the Ventura County Health Care Agency, our dedicated team of physicians, nurses and other health care professionals is committed to setting the standard for excellence in patient care.

Ambulatory Care delivers high-quality outpatient services at all levels - from preventive case such as annual physicals and flu vaccinations, to routine care like lab work and follow-up visits, to complex management of chronic medical conditions.

Serving as a medical home for patients, Ambulatory Care is designed to meet a wide range of health needs with compassion and expertise. our goal is to foster healthy people in healthy communities across Ventura County.

THE POSITION: Under direction of the Ambulatory Care Chief Executive Officer (CEO), plans, organizes, coordinates and administers a wide variety of secretarial, routine administrative, analytical and support functions for the Chief Executive Officer and supporting management personnel.

THE IDEAL CANDIDATE: The ideal candidate should have experience working in a fast-paced environment, providing support to executive management. We are looking for a well-organized individual with strong analytical skills, capable of developing reports and dashboards. The candidate should be proficient in computer applications such as Excel, Word, PowerPoint, and Outlook, etc. This is an excellent opportunity to join a mission-driven team composed of individuals from diverse backgrounds. The candidate must possess excellent diplomatic skills and demonstrate sound judgment, decision-making abilities, and discretion when handling confidential and sensitive information. Additionally, they should be able to prioritize the CEO's needs and align them with ambulatory care and the health system.

WHAT WE OFFER: The County of Ventura offers an attractive compensation and benefits package. Aside from our base salary range, an employee within 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 are eligible for an initial 5% merit increase upon completion of at least 1,040 hours (approximately 6 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. Following five (5) years of continuous County service, an additional 2% non-elective contribution will be made to the 401(K) plan.
• Health Plans: You are afforded a flexible credit allowance for purchasing medical, dental and/or vision insurance
• 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.
• Holiday: 12 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.ventura.org/CEO/HR/MOA/docs/SEIU_MOA_2022-2025.pdf
  

DEPARTMENT/AGENCY: Health Care Agency - Ventura County Ambulatory Care

Administrative Assistant IV is represented by the Services Employees International Union (SEIU) and is eligible for overtime compensation.

The eligible list established from this recruitment will be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra-help vacancies for this position only. There is currently one (1) Regular, Full-time vacancy.

TENTATIVE SCHEDULE
OPENING DATE: April 25, 2025
CLOSING DATE: May 09, 2025, at 5:00 p.m.

Examples Of Duties

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

• Completes a broad variety of administrative tasks for the CEO including; managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings;
• Serves as the administrative support team supervisor for the CEO and the Ambulatory Care Executive Team;
• Screens incoming correspondence, arranging items by priority for the CEO, referring matters to other staff as appropriate and preparing correspondence regarding matters not requiring the CEO's personal attention;
• Makes appointments and arranges conferences and meetings for the executive staff, exercising considerable discretion in commitment of the CEO's time. Sets agenda, takes notes, compiles minutes;
• Creates, organizes, compiles, and modifies Word documents, Excel spreadsheets, PowerPoint slides, Microsoft Forms and Planner plans;
• Researches, compiles, and organizes information for use by the executive staff in the completion of reports, recommendations, and special projects, preparing reports and projects for approval upon request; performs analysis of data including extraction, analysis, reporting, and dashboarding using Excel, Cerner and Power BI applications at the direction of the CEO;
• 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 liaison between the executives, 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;
• Analyzes and prepares a variety of reports and correspondence including Board letters;
• Acts as Public Records Request department lead;
• May provide support with department personnel functions;
• Performs filing, copying, and related tasks as required;
• Plans, coordinates and ensures the executive team schedule is followed and respected;
• Works closely and effectively with the executive team to keep them well informed of upcoming commitments and responsibilities, following up appropriately;
• Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures; and
• Performs other related duties as required.

Typical Qualifications

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

EDUCATION, TRAINING, and, EXPERIENCE:
Any combination of education and experience which has led to the acquisition of the required knowledge, skills, and abilities. Examples of qualifying education and experience include the following:

• Four (4) years of increasingly responsible secretarial or administrative support experience, including at least two (2) years supporting executives.

OR

• An associate degree and three (3) years of increasingly responsible secretarial or administrative support experience, including at least two (2) years supporting executives.

OR

• A bachelor's degree and two (2) years of increasingly responsible secretarial or administrative support experience, including at least one (1) year supporting executives.

NECESSARY SPECIAL REQUIREMENTS:

• Intermediate to advanced level proficiency in Word, Excel, PowerPoint, Outlook, Visio or equivalent applications.
• One (1) year of experience with business analytics tools such as Power BI, Tableau or the equivalent platforms.

DESIRED:

• Proficiency using online agenda management system for routing and publication of Board letters such as SIRE or the equivalent.

KNOWLEDGE, SKILLS, and ABILITIES:
Considerable knowledge of:

• principles and techniques of administrative and fiscal analysis;
• data analysis;
• organization and staffing;
• public relations;
• general office practices & procedures;
• supervisory practices and techniques; and
• personnel or benefits administration.
  

Considerable Skills in:

• time management and prioritization in high-demand setting; and
• data analysis and reporting.

Considerable ability to:

• prepare a variety of reports and recommendations;
• communicate orally and in writing;
• maintain confidentiality;
• perform and supervise others involved in secretarial file processing; and
• establish and maintain effective working relationships with co-workers, the general public and outside contractors.
  

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 in Ventura, California, no later than 5:00 p.m. on Friday, May 09, 2025.

To apply on-line, please refer to our website 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.

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 will 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 & EXPERIENCE EVALUATION - qualifying: A training and Experience Evaluation (T&E) is a structured evaluation of the job application materials submitted by a candidate, including the written response 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 moderator or even low resulting in them not being advanced in the process.
NOTE: The selection process may consist of an Oral Exam, which may be preceded or replaced with the score from a Training and Experience (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 highly recommended that the supplemental questions within the application are completed with care and diligence.
ORAL EXAM - 100%: A job-related oral exam may be conducted to evaluate the compare participating applicants' knowledge, skills, and abilities in relation to those factors which the job analysis has determined to be essential for successful performance of the job. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.
NOTE: If there are three (3) or fewer qualified applicants, an oral exam will not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

Applicants successfully completing the exam 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 further information about this recruitment, please contact Vivian Merida by telephone at (805) 677-5231 or by e-mail at Vivian.Merida@ventura.org .
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: 5/9/2025 5:00 PM Pacific

Salary:

$72,454.20 - $101,619.78 Annually