Office Assistant III-Confidential Print (https://www.governmentjobs.com/careers/ventura/jobs/newprint/4966589) Apply  Office Assistant III-Confidential Salary $51,410.05 - $71,981.14 Annually Location Ventura County Government Center, CA Job Type Full-Time Regular Job Number 1350VAR-25AA (YM) Department Various Departments Opening Date 07/03/2025 Closing Date 7/10/2025 5:00 PM Pacific + Description + Benefits + Questions Description We're excited to announce three distinct opportunities for the Office Assistant III - Confidential role. This is more than just a job; it's a fantastic opportunity to build a rewarding career with the County of Ventura. THE POSITION: Under general supervision, you'll perform a wide variety of essential clerical duties. These roles involve crucial support activities, including dedicated customer service, precise document preparation and processing, meticulous record management, accurate data entry, efficient general office logistics, compiling vital information, and skilled scheduling. There are currently three (3) positions available within the following three agencies: + County Executive Office (CEO) - Fiscal and Administration: This position will serve as a receptionist for the division. The ideal candidate will bring at least three (3) years of experience delivering outstanding customer service in a fast-paced office setting, with a proven ability to handle sensitive and confidential information with discretion. This role involves frequent high-level interactions within both the County Executive Office and the Board of Supervisors Office, alongside completing detailed clerical assignments with precision and professionalism. + Health Care Agency - Human Resources (HCA – HR): This position will function as a receptionist and will serve as the welcoming face and voice for the Human Resources team. The ideal candidate for this position will possess at least three (3) years of experience demonstrating excellent multitasking skills, composure under pressure, and a commitment to exceptional customer service in a dynamic environment. Beyond a pleasant demeanor, the successful candidate must efficiently manage competing priorities, confidently address unexpected challenges, and act as a dependable point of contact for customers and the HCA – HR office. + Retirement Administration (VCERA): This position will serve as a receptionist for the division, involving frequent and sometimes high-volume public contact. The ideal candidate will have at least three (3) years of experience demonstrating excellent public contact and customer service skills. They should be adept at building and maintaining effective working relationships with others, possess strong organizational skills, and have experience working in a fast-paced professional environment. Distinguishing Characteristics: Office Assistant III-Confidential Clerical (CC) is the advanced journey-level classification in this job series. Incumbents perform clerical duties requiring the application of specialized program knowledge in support of ongoing operations and services. The classification of Office Assistant III-CC is distinguished from other Office Assistant classifications by occasional exposure to confidential employee relations information as designated by Government Code 3513. (f). EDUCATIONAL/BILINGUAL INCENTIVE: Incumbents may be eligible for an educational incentive of 2.5%, 3.5%, or 5% based on completion of an associate, bachelor's, or master's degree that is not required for the classification. Incumbents may also be eligible for a bilingual incentive depending on operational need and certification of skill. 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 and similar vacancies. As previously stated, there are currently three (3) vacancies; one (1) vacancy is within the County Executive Office, one (1) vacancy is within the Health Care Agency, and one (1) vacancy is within Retirement Administration. The Office Assistant III – Confidential Clerical is a Confidential classification and is eligible for overtime compensation. TENTATIVE SCHEDULE OPENING DATE: July 3, 2025 CLOSING DATE: July 10, 2025, at 5:00 p.m. Examples Of Duties Depth and breadth of assignments may include, but are not limited to the following: + Serves as a primary point of contact for the office, handling a high volume of internal and external inquiries via various communication channels. This includes greeting and assisting individuals, answering routine questions, screening and routing calls, explaining procedures, and maintaining a professional, customer-focused demeanor. + Assists with various human resources and administrative functions, including supporting employee onboarding processes (e.g., badge issuance and collecting forms), processing leave paperwork, and assisting with benefits inquiries. + Performs general clerical tasks including filing, data entry, printing, copying, organizing, maintaining physical and electronic files, and identifying and reporting observed inconsistencies or inefficiencies in existing procedures to management. + Provides general office support and manages executive support tasks such as, distributing incoming mail, maintaining calendars, scheduling meetings, updating office directories, ordering supplies, submitting maintenance and housekeeping requests, and managing records storage and surplus requests. + Prepares, validates, processes, and checks documents such as personnel/payroll records, employment applications, requisitions, and invoices for completeness and accuracy. + Types, proofreads, and finalizes various correspondence, forms, and documents with attention to grammar, spelling, and punctuation. + Researches reference materials (e.g., Personnel Rules & Regulations, Administrative Manual, MOAs) to respond to customer and management inquiries and compiles information for executive use. + May assist with the preparation of reports and PowerPoint presentations, screening correspondence, and provide clerical support, as a back-up, for executive leadership, as needed. + Operates office equipment such as computers, scanners, and copiers to update and extract information and may assist with the production of routine reports and correspondence. + 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 the eligible list. EDUCATION, TRAINING, and EXPERIENCE: Any combination of education, training, and experience equivalent to three (3) years of office clerical experience. NECESSARY SPECIAL REQUIREMENTS: + Intermediate proficiency in Microsoft Word and Excel. + Excellent written communication skills must be demonstrated in the application and the supplemental questionnaire. DESIRED for CEO only: + Experience utilizing Visio. + Experience working in a human resources environment. + Experience utilizing PowerPoint and Adobe Acrobat. + Working knowledge of Ventura County Human Resources Payroll system (VCHRP) and AbsenceSoft. DESIRED for HCA – HR only: + Experience utilizing Canva and Survey Monkey. + Experience utilizing PowerPoint and Adobe Acrobat. + Experience working in a human resources environment. + Working knowledge of Ventura County Human Resources Payroll system (VCHRP). + Bilingual in Spanish. DESIRED for VCERA only: + Experience utilizing Adobe Acrobat. + Intermediate proficiency with Microsoft Outlook. + Working knowledge of VCERA’s Pension Administration System: V3. + Experience with and general knowledge of Pension Plan Administration. KNOWLEDGE, SKILLS, and ABILITIES: Thorough knowledge of: + Modern office methods and practices; + Record maintenance systems such as Ventura County Human Resources Payroll System (VCHRP), AbsenceSoft, and VCERA’s Pension Administration System: V3; + Letter writing and report compilation; + Public contact and customer service techniques. Considerable knowledge of: + The operations, procedures, and practices used in support of the function to which assigned; + Techniques to expedite or improve clerical tasks and record processing; + Correct English usage, spelling, grammar, and punctuation. Skill in: + Utilizing Microsoft Word, Excel, and Outlook; + Utilizing Canva, PowerPoint, Adobe Acrobat, Visio, and Survey Monkey. Ability to: + Maintain confidentiality; + Perform and coordinate clerical work with accuracy and attention to detail; + Perform basic mathematical calculations; + Set up and maintain records and filing systems; + Extract information from a variety of sources; + Operate a variety of office equipment and computer programs; + Multitask in a fast-paced environment; + Establish and maintain cooperative working relationships; + Communicate effectively both orally and in writing. Recruitment Process FINAL FILING DATE: Applications must be received by the County of Ventura, Human Resources in Ventura, California, no later than 5:00 p.m. on July 10, 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, 800 South Victoria Avenue, L-1970, Ventura, CA 93009. 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 (http://vcportal.ventura.org/CEO/HR/docs/Lateral\_Transfer.pdf) (Download PDF reader) (https://get.adobe.com/reader/) (Download PDF reader) (https://get.adobe.com/reader/) for additional information. NOTE TO APPLICANTS: Sufficient information must be provided under the Education/Work Experience portion of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications 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. 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 for the position. Failure to complete and submit the questionnaire may result in the application being removed from further consideration. APPLICATION EVALUATION- Qualifying: All applications will be reviewed to determine whether or not 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, online, internet-based job-related written examination will be conducted to test applicants' knowledge, skills and abilities in relation to customer service/office practices, interpersonal relations, comparison, English usage, math, reading comprehension, and filing/records management. Applicants 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. 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. 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. For further information regarding this recruitment, please contact Yvonne Martinez by email at Yvonne.Martinez@ventura.org or by telephone (805) 654-3051. 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 (https://hr.ventura.org/benefits) or you may call (805) 654-2570. + Retirement FAQ's (https://vcportal.ventura.org/CEO/benefits/docs/RETIREMENT%20-%20FAQs.pdf) + Memorandum of Agreement Union Codes: MB3, MB4, MS, MT, MCC, OU 01 Which option below best describes your full-time office clerical experience? NOTE: Full time is considered 40 hours per week; anything less than that must be prorated. + No experience. + 0 to less than 1 year + 1 to less than 2 years + 2 to less than 3 years + 3 or more years 02 Please describe your work experience performing office clerical duties. In your response, include employer(s) where you obtained this experience, years of experience, types of duties performed, and whether your experience includes working in a fast-paced environment handling multiple priorities. To receive credit for this experience, you MUST include each employer in the Work Experience section of your application, and all details for each employer must be included. If you do not have this kind of experience, please type "No experience." 03 Please describe your experience working with confidential information and explain why maintaining confidentiality is important. In your response, include employer(s) where you obtained this experience and how you ensured the information was protected. To receive credit for this experience you MUST include each employer in the Work Experience section of your application, and all details for each employer must be included. If you do not have this kind of experience, please type "No experience." 04 Describe your work experience providing exceptional customer service. In your response, include the employer(s) where you obtained this experience, a description of the customers you served, a brief description of the type of services you provided, and share a specific example of a problem you resolved that demonstrates your commitment and service orientation. To receive credit for this experience, you MUST include each employer in the Work Experience section of your application, and all details for each employer must be included. If you do not have this kind of experience, please type "No experience." 05 Describe a time you had to locate specific information to answer a question or complete a task. Please mention the employer and the type of resource(s) you used to find the information. To receive credit for this experience, you MUST include each employer in the Work Experience section of your application, and all details for each employer must be included. If you do not have this kind of experience, please type "No experience." 06 Select your level of proficiency in Microsoft Word from the options below. + No experience. + Basic – This level of skill is sufficient to perform daily word processing tasks, such as, producing routine letters, memoranda, and informal reports. A person with this level of skill is able to use basic formatting, editing, printing functions, and understand the document page setup. + Intermediate – This level of skill is necessary in order to use and create a variety of templates, complex tables, merges; manage table data, sort and filter merges, and also perform basic work with existing Macros. A person with this level of skill is able to customize toolbars, import and insert graphs, embed Excel data, and elaborate reports. + Advanced – This level of skill is required in order to produce very large, complex formal documents that require a table of contents, footnotes, endnotes, bookmarks, and other special elements. A person with this level of skill is able to use and create a wide range of graphic effects and has full mastery of Macro commands. 07 Select your level of proficiency in Microsoft Excel from the options below. + No experience. + Basic – This level of skills is sufficient to enter and correct data, modify a workbook, format a worksheet, and use printing functions. + Intermediate – This level of skill is necessary in order to work with multiple worksheets, filter data, use integrated functions and manipulate databases. With this level of skill, a person understands the concepts of databases and is able to work with charts and use the list management capabilities of Excel. + Advanced – This level of skill is required to use advanced techniques for analyzing and manipulating data in Excel. A person with this level of skill is able to automate some operations, pivot tables, manage Macro commands, and create MS Excel applications. 08 Select your level of proficiency in Microsoft PowerPoint from the options below. + No experience, + Basic –This level of sill is sufficient to create a simple presentation, run it, and print it. + Intermediate – This level of skill is necessary to customize templates and make a presentation interactive by using hyperlinks and action buttons. + Advanced – This level of skill is required to achieve slideshow automation, graphics and multimedia in the presentation, customize templates, and make a presentation interactive with video clips, pictures, hyperlinks and action buttons. 09 Select your level of proficiency in Adobe Acrobat from the options below. + No experience. + Basic – This level of skill is sufficient to open, view, and navigate PDF documents, use basic annotation tools like highlighting, adding comments, and stick notes, fill out and save PDF forms, perform simple text searches within PDF’s, basic printing and saving/exporting PDF’s, and understand simple file management (opening, saving, renaming). + Intermediate – This level of skill is necessary to create PDF’s from various file formats (Word, Excel, images), combine multiple files into a single PDF, edit text and images within PDFs (basic corrections, adding/removing), use advanced annotation tools (drawing, stamps, measuring tools), apply and manage basic security settings like password protection, use form creation tools to create fillable forms, insert, delete, reorder, and extract pages, use OCR (Optical Character Recognition) to make scanned documents searchable, comment and review PDFs collaboratively, and export PDFs to other formats (Word, Excel). + Advanced – This level of skill is required to create and edit complex interactive forms with calculations and validations, use advanced security features (digital signatures, certificate-based encryption), automate workflows using actions and batch processing, optimize PDF’s for web or print (reduce file size, adjust resolution), redact sensitive information securely, create PDF portfolios and interactive multimedia PDF’s, integrate Acrobat with other software (Adobe Creative Cloud, Microsoft Office), customize Acrobat using JavaScript for automation and enhanced functionality, manage document versioning and review cycles efficiently, and troubleshoot and repair corrupted PDF’s. 10 Select your level of proficiency in Visio from the options below. + No experience. + Basic – This level of skill is sufficient to open, view, and navigate Visio diagrams, use basic shapes and stencils to create simple diagrams (flowcharts, basic org charts), add and format text within shapes, connect shapes with basic connectors, save and print diagrams, use templates and predefined shapes to create standard diagrams, and perform basic resizing, moving, and aligning of shapes. + Intermediate – This level of skill is necessary to customize shapes and stencils to fit specific needs, create and modify more complex diagrams like network diagrams, floor plans, and process maps, use layers to organize diagram elements, apply themes, styles, and formatting for professional visuals, import and export data to and from Visio (e.g., Excel data linking), add hyperlinks and simple data graphics to shapes, use containers and callouts to group and annotate shapes, utilize shape data and properties to add metadata, and collaborate with others by sharing diagrams and adding comments. + Advanced – This level of skill is required to develop custom templates, stencils, and master shapes, automate diagram creation using data-driven diagrams linked to external data sources (Excel, SQL, SharePoint), use advanced diagram types like BPMN (Business Process Model and Notation) or UML diagrams, create and manage complex process maps with detailed data graphics and conditional formatting, use Visual Basic for Applications (VBA) or macros to automate repetitive tasks, integrate Visio with other Microsoft Office tools and third-party applications, perform advanced troubleshooting and optimize diagrams for large-scale presentations, manage diagram versioning and workflow reviews, and customize shape behaviors and interactions with formulas and shape sheet editing. 11 Select your level of proficiency in Canva from the options below. + No experience. + Basic – This level of skill is sufficient to navigate the Canva interface and basic tools, Use pre-designed templates to create simple graphics (social media posts, flyers, invitations), add and format text, images, and basic elements, upload and insert personal images or logos, apply basic color, font, and style changes, save, download, and share designs, perform simple resizing and repositioning of elements, and use Canva’s built-in photo filters and basic editing (crop, flip, adjust brightness/contrast). + Intermediate – This level of skill is necessary to create custom designs from scratch without templates, use multiple pages and organize multi-page documents (presentations, brochures), apply brand kits including custom fonts, colors, and logos, use grids, frames, and alignment tools for precise layout, incorporate advanced text effects (curves, spacing, transparency), use Canva’s elements library for icons, shapes, charts, and illustrations, animate designs for social media posts or presentations, collaborate with team members using shared folders and commenting, and export designs in various formats (PDF print, PNG with transparent background, MP4 video). + Advanced – This level of skill is required to create complex, multi-layered designs with custom branding and consistency, use Canva Pro features such as background remover and Magic Resize for multiple platforms, develop brand templates for team use to ensure consistent messaging, integrate Canva with other apps (Google Drive, Dropbox, social media platforms), use advanced animation techniques and video editing within Canva, manage team roles, permissions, and content approval workflows, optimize designs for various digital and print formats with color profile adjustments, utilize Canva’s API or third-party integrations for automated design workflows, and lead training or develop guides to empower others on Canva best practices. 12 Select your level of proficiency in Survey Monkey (now often referred to as Momentive in enterprise settings) from the options below. + No experience. + Basic – This level of skill is sufficient to navigate the SurveyMonkey dashboard and basic tools, create and publish simple surveys using pre-made templates, add basic question types (multiple choice, text entry, rating scales), customize question wording and answer options, send surveys via email or shareable links, view basic response summaries in the “Analyze Results” tab, and export survey results to Excel or PDF. + Intermediate – This level of skill is necessary to build surveys with branching logic (skip logic, question piping), customize survey themes with brand colors and logos, create and manage collector options (e.g., response limits, anonymity settings), use a variety of question formats including matrix, ranking, and dropdown, schedule survey launches and set deadlines, filter, cross-tabulate, and segment response data in real time, integrate SurveyMonkey with tools like Mailchimp, Google Sheets, or Slack, utilize A/B testing within survey designs, and create multilingual surveys for diverse audiences. + Advanced – This level of skill is required to design complex surveys with custom logic flows, advanced piping, and data pre-population, use custom variables and embedded data for tracking and personalization, set up and analyze surveys using benchmarking and comparative data (via SurveyMonkey Benchmarks if available), conduct longitudinal or panel studies using recurring survey designs, build dashboards and custom reports with advanced filtering and visualization, automate workflows with API integrations or third-party tools (Zapier, Salesforce, Power BI), manage large-scale enterprise surveys with roles, permissions, and compliance settings, perform deep statistical analysis using exported SPSS or advanced Excel models, and develop and implement survey strategy aligned with research or organizational goals. Required Question Employer Ventura County Address 800 S. Victoria Avenue LOC. #1970 Ventura, California, 93009 Phone (805) 654-5129 Website http://hr.ventura.org Apply Please verify your email address Verify Email