Training Management System Specialist

Job Description:

Training Management System Specialist

Description

Description

WHAT WE OFFER
The County of Ventura offers an attractive compensation and benefits package. In addition to the salary of approximately $73,368 to $102,725 annually an employee within this position will also be eligible for the following:

• 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 - Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.
• Annual Leave Accrual - New regular, full-time employees in this classification will earn 208 hours per year, increasing to 288 hours after 5 years of service.
• Annual Leave Redemption - An employee may elect to "cash in" or redeem up to 100 hours of vacation accrued in the same year after using 80 hours of vacation in the preceding 12 months.
• 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% match on your 401(k) contributions.
• Health Plans - Full time employees are afforded a flexible credit allowance for purchasing medical, dental, and/or vision insurance from a group of authorized plans: Tier one for employee only is $509 per biweekly pay period, tier two for employee plus one is $779 per biweekly pay period and tier three for employee plus family is $983 per biweekly pay period.
• Flexible Spending Accounts - Choice of participation in the Flexible Spending Accounts which increase spending power through reimbursement of pre-tax dollars for IRS approved dependent care and health care expenses.
• Pension Plan - Both the County and employees contribute to the County's Retirement Plan and to Social Security. If eligible, reciprocity may be established with other public retirement systems, such as PERS.
• Holidays - 12 paid days per year which includes a scheduled floating holiday.

DEPARTMENT
The mission of the Ventura County Fire Department is to anticipate and respond to the dynamic public safety needs of a diverse community of about 840,000 people. This includes not only fire prevention, but also education, response, and communication. Our wide-ranging response area covers 848 square miles and includes all unincorporated areas along with seven cities.You may learn more about our Mission, Vision, Values and organizational structure here: https://vcfd.org/about-vcfd/

YOUR ROLE ON THE TEAM
The Training Management System (TMS) Specialist position exist within the Administrative Services Bureau (ASB) which includes Training and HR. The TMS Specialist will be responsible for the Cornerstone Learning Management System (LMS) and Lexipol Knowledge Management System (KMS) . These include, but are not limited to, system configurations, publishing, new release of trainings, consulting on best practices, data feed and user account management and troubleshooting, reporting, and serving as the LMS and KMS subject matter expert with multiple levels of stakeholder needs.

The TMS Specialist will be responsible for the ongoing coordination and day-to-day operations of our LMS and KMS. This role is ideal for an individual who is systems oriented, customer focused, and has the ability to work both independently and as a teammate. The position will ensure employees are well trained on how to use the systems and so that all employees are proficient in using the systems to perform critical work on behalf of the Ventura County Fire Department. Collaborate with field training, content owners, curriculum designers, County of Ventura (COV) Learning & Organizational Development team, instructional designers, and interface with IT.

WHO YOU ARE
We are seeking a collaborative, analytical, and creative candidate who will be committed to performing professional-level systems work related to the following:

The Ideal Candidate will possess the following competencies:

Technical Proficiency

Analytical Thinking

Effective Communication

Project Management

Adaptability

Data Literacy and Reporting

PAYROLL TITLE AND APPROXIMATE SALARY
Program Assistant: $73,368.25 - $102,725.64 annually

AGENCY/DEPARTMENT
Ventura County Fire Department

Program Assistant is a Management classifications and are not eligible for overtime compensation. Incumbents in this classification are eligible for benefits at the MB4 level.

TENTATIVE SCHEDULE
OPENING DATE: Friday, July 18, 2025
CLOSING DATE: Friday, August 1, 2025 at 5:00 p.m.
APPLICATION REVIEW: Week of August 4, 2025
ORAL EXAMINATION DATE: Week of August 11, 2025

Examples Of Duties

Duties may include but are not limited to the following:
System Administration & Configuration

• Configure and maintain both the Cornerstone LMS and Lexipol KMS to align with organizational learning and policy management objectives.
• Monitor system performance, implement updates, and troubleshoot issues to ensure optimal functionality and security.

User and Access Management

• Manage user accounts, roles, and permissions across both systems, ensuring appropriate access levels and data integrity.
• Develop and maintain governance plans to manage user access and system usage protocols.

Content and Policy Management

• Collaborate with stakeholders to develop, upload, and manage training content and policy documents within the LMS and KMS.
• Ensure version control and accurate tracking of policy revisions, training materials, and compliance documentation.
  

Training and Support

• Design and deliver training programs to educate users on system functionalities, best practices, and updates.
  
• Develop user guides, FAQs, and instructional materials to support ongoing learning and system navigation.
  

Reporting and Compliance

• Generate standard and custom reports to monitor training completion, policy acknowledgment, and system usage metrics.
  
• Analyze data to identify trends, gaps, and opportunities for improvement in training and policy dissemination.
  

Integration and Collaboration

• Work closely with IT, HR, and departmental teams to integrate LMS and KMS functionalities with other organizational systems.
  
• Participate in cross-functional projects to enhance system interoperability, including coordination with HRIS systems to ensure accurate user data integration into the LMS and KMS, and streamline related processes.
  

In addition to all of the above listed duties, performs other related duties as assigned.

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

Any combination of education and experience which has led to the acquisition of the required knowledge, skills, and abilities for this position.

The required knowledge, skills, and abilities can be best demonstrated by considerable experience with LMS and KMS platforms.

NECESSARY SPECIAL REQUIREMENTS

• Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.

DESIRED:

• Experience working directly with the Cornerstone Learning Management System (LMS).
• Experience in Cornerstone LMS configuration and Reports in Advanced Reporting.
• Experience in Lexipol Knowledge Management System (KMS).
• T echnical skills including troubleshooting and understanding of directory, file structures, and systems.
• Bachelor’s degree in Business Administration, Organizational Development, Communication, Information Technology/Computer Science, or related field.
• Experience developing or implementing large scale projects that lead to organizational impact or change.

KNOWLEDGE, SKILLS, and ABILITIES:
Some to thorough knowledge of:

• Personnel software systems such as a Human Resources Information System (HRIS)
• LMS platforms (e.g., Cornerstone)
• KMS platforms (e.g., Lexipol)
• Training program development, policy lifecycle management, and compliance requirements.
• Understanding of data analytics principles to interpret system usage metrics and inform decision-making.

Working ability to:

• Interpret data, monitor system performance, and make informed decisions to enhance user experience.
• Adjust to evolving technologies, organizational changes, and varying user needs.
• Foster collaborative relationships with stakeholders, vendors, and team members.

Skilled in:

• Configuring and troubleshooting LMS and KMS platforms, as well as integrating them with other organizational systems.
• Convey technical information clearly to non-technical stakeholders and provide user support.
• Plan, execute, and oversee projects related to system updates and content deployments.

Supplemental Information:
Work is performed primarily in an office environment, but incumbents may be required to travel to various County facilities to train or consult with others within the organization.

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources no later than 5:00 p.m . on Friday, August 1 , 2025 .

To apply online, please refer to our website 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.

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.

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 (Download PDF reader) 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. NOTE: Resumes and other attachments to the application itself will not be utilized during the application evaluation.

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 through the screening and selection process.

TRAINING & 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.

NOTE: The selection process will likely consist of an Oral Exam, which may be preceded by 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. Responses such as "See Resume" or "Refer to Resume" are not acceptable and may disqualify an applicant from further evaluation.

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.

If there are three (3) or fewer qualified applicants, an examination will not be conducted. Instead, a score of 70% will be assigned to each application, and each applicant will be placed 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 this or similar positions only. There is currently one (1) Regular, full time vacancy within the Ventura County Fire Department - Administrative Services Bureau.

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 further information about this recruitment, please contact Jeff Weaver by email at jeff.weaver@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

MANAGEMENT

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: MB3, MB4, MS, MT, MCC, MU

Closing Date/Time: 8/1/2025 5:00 PM Pacific

Salary:

$73,368.25 - $102,725.64 Annually