Executive Assistant (Public Works)

Job Description:

Executive Assistant (Public Works)

Description

Applications and supplemental questions will be accepted untilMonday, June 9, 2025, at 11:59 p.m.

Pay & Benefits

• $68,824.07 - $83,639.41 Annually DOQ
  
• Benefits
  
  • Medical Insurance options include HMO, PPO, HSA
    
  • Dental and Vision Insurance Paid
    
  • Vacation & Holiday Compensation
    
  • Deferred Compensation
    
  • CalPERS Retirement
    
  • Tuition Reimbursement & Bilingual Pay
    

A New Opportunity and what you’ll do...

The City of Ventura is hiring! We have an immediate vacancy for the position of Executive Assistant. We are seeking a professional who thrives in providing complex administrative support to an executive-level position. The ideal candidate will excel in a fast-paced, dynamic environment, skillfully managing critical administrative tasks and delivering high-level support with professionalism. This is an exciting time to join the City of Ventura and make an impact on the citizens we serve.

The current vacancy is in the Public Works Department. The resulting eligibility list created from this recruitment can be used to fill future Executive Assistant vacancies that occur while the eligibility list is active.

This position is designated as "at will," serving at the pleasure of the assigned Department Head, and subject to discharge without cause and without the right of appeal. This position is also designated as "confidential" in the City's Employer-Employee Relations Resolution.

What You'll Do

Reporting directly to the Director of Public Works, you will provide complex and confidential administrative support, including coordinating the department’s overall office support functions and activities.

Key responsibilities include:

• Preparing and reviewing correspondence with a high degree of accuracy and professionalism.
  
• Interpreting, applying, and explaining policies, regulations, and procedures to internal and external stakeholders.
  
• Coordinating special projects and activities, including data research, analysis, and report preparation using internal systems.
  
• Scheduling, coordinating, and preparing materials for meetings, appointments, and special events.
  
• Processing and supporting human resources-related personnel transactions and coordinating associated personnel activities.
  
• Handling purchasing duties, including preparing, submitting, and tracking requisitions and purchase orders.
  
• Supporting budget management by tracking departmental expenditures and assisting with financial documentation.
  
• Maintaining and organizing critical departmental records, staff reports, schedules, and official documents.
  
• Managing the Director’s calendar and travel, prioritizing appointments, and ensuring efficient scheduling.
  
• Serving as the primary point of contact for both internal and external communications, ensuring a responsive and professional experience for staff, public agencies, and community members.
  
• Performing other related work as required.
  

Who We’re Looking For

The ideal candidate for this role will:

• Bring a high level of professionalism, discretion, and integrity in handling sensitive information.
  
• Be highly organized, detail-oriented, and skilled at managing multiple priorities and deadlines while working under pressure.
  
• Possess strong technical skills, including learning and navigating technology platforms, information systems, including purchasing and records management systems.
  
• Communicate clearly and effectively, both verbally and in writing, with internal and external stakeholders.
  
• Be proactive, adaptable, and able to solve problems independently and efficiently.
  
• Collaborate well with others and contribute to a positive, team-oriented environment.
  
• Provide excellent customer service and represent the department with professionalism and diplomacy.
  

Experience and Qualifications for Success!

A combination of education, training, and experience equivalent to the completion of high school, keyboarding abilities sufficient to perform the job, and four years of increasingly responsible advanced clerical or secretarial/administrative support experience are required.

Highly desirable :

• Experience coordinating and tracking agenda items for City Council, boards, commissions, and committee agendas.
  
• Experience in processing and handling HR/personnel transactions
  

Apply Now!

Submit an online City job application and supplemental questionnaire by the filing deadline or first review date at www.cityofventura.ca.gov/jobs .

• It is important that your city job application show all the relevant education, training, and experience you possess. Resumes, CVs, and cover letters may be attached to your application but will not be accepted in lieu of a completed job application or supplemental questionnaire. Submitting an incomplete application or supplemental questionnaire may disqualify you from further consideration in the recruitment process.
  
• After you apply, all future correspondence from the city will be via E-Mail. Please check your messages regularly and keep your contact information up to date using your on-line application.
  

Start Your Journey... Follow the Process

Applications and supplemental questions will be accepted untilMonday, June 9, 2025, at 11:59 p.m.

• All applications and supplemental questionnaires submitted will be screened in relation to the criteria outlined in this job announcement. Candidates will be reviewed, and those candidates determined to meet the minimum qualifications on the basis of experience, training, and education, as submitted, will be invited to participate further in the examination process. Candidates will be notified about their status after the filing deadline.
  
• Examination Process (Online Assessment): The selection process may consist of one or more online assessment examination components: data entry, customer service interaction, proofreading, keyboarding, MS Office skills assessment, and a qualifying panel interview process.
  
• Following the online examination, passing applicants will be placed on an established 12-month eligibility list. Candidates whose qualifications most closely match the requirements of the position may be invited to participate in a panel interview. Selected applicants will be notified of specifics at the appropriate time.
  

The Eligibility List established for this classification may be used to fill other regular and temporary vacancies at the discretion of the City.

THE SCHEDULE

The timeline dates are subject to change . Candidates will be notified as necessary.

• Monday, June 9, 2025, at 11:59 p.m. - Application Deadline. Applications and supplemental questionnaires must be submitted by this date to be considered for the position.
  
• Week of June 9, 2025 - Candidates meeting minimum qualifications will be invited to an online assessment exam.
  
• Week of June 16, 2025 - Candidates will be notified by email of their status by this date.
  
• Week of July 7, 2025 - Oral Panel Interviews are tentatively scheduled for this date. Qualifying candidates will be notified by email if they are invited to the panel interview process.
  
• Department Selection Interviews will be scheduled promptly after the oral panel interviews have been completed. Qualifying candidates will be notified by email if they are invited to the panel interview process .
  
• July 2025 - Candidates will be notified of the outcome of the interview by this date.
  

The Hiring Process

To learn about our hiring process, visit our City’s Career Page - Hiring Process page for a detailed overview.

Learn More - Essential Information

For additional information on the duties and responsibilities of the position, refer to the job descriptions located on the City’s Career Page at City of Ventura Jobs or by clicking here Executive Assistant.

If you have questions about the recruitment process, please contact any of the Human Resources Recruitment Team at recruitment@cityofventura.ca.gov or Armando Mendoza at amendoza@cityofventura.ca.gov .

In compliance with the Americans with Disabilities Act (ADA), if you need an accommodation in a selection process, please notify the Human Resources Department in writing by the final filing date of the position you are interested in. The Human Resources address is: 501 Poli Street, Room 210, Ventura, CA 93001, (805) 654-7853, e-mail: recruitment@cityofventura.ca.gov.

The City is an equal opportunity employer and strives to attract qualified applicants from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, gender expression, marital status, ancestry, physical disability, mental disability, medical condition, genetic information, military and veteran status, or any other status protected under federal, state and/or local law. We aim to create an environment that celebrates and embraces the diversity of our workforce. We welcome you to join our team!

Salary:

$68,824.07 - 83,639.41 Annually