Description

THE POSITION
Under general supervision, the Office Assistant III is the advanced journey level classification in the Office Assistant job series. Incumbents perform a variety of clerical duties in support of an operation, office or program. Support activities may include public service, records maintenance, document production and/or case management/processing; and some positions may perform duties requiring the application of specialized program knowledge.

EDUCATIONAL/BILINGUAL INCENTIVE
Incumbents may be eligible to receive an educational incentive of either 2.5%, for an associate's degree, 3.5%, for a bachelor's degree, or 5% for a master's degree that is not required to work in the classification. Incumbents may also be eligible for bilingual incentive pay depending upon operational needs and certification skills.

Examples Of Duties

Duties include, but are not limited to the following:

• Uses computers, data and/or word processing equipment to produce routine reports, correspondence, or forms; enters, updates, and/or extracts stored information using such equipment.
• Types a variety of documents in draft and final form, such as correspondence, standard forms, charts, proposals, specifications, and reports from written, recorded, printed sources, and/or verbal instructions, proofreads typed materials for correct grammar, spelling, and punctuation.
• Prepares, validates, processes, and/or checks a variety of documents such as permit applications, client or project records, personnel/payroll records, requisitions, invoices, etc., for completeness, accuracy, and submission standards.
• Receives assigned clients and answers phone calls; determines how incoming calls should be routed/directs people to appropriate offices, or clients to proper information sources; answers routine questions; explains routing procedures, processes, or departmental activities; schedules appointments, training, or examinations; obtains routine factual information to create or update files; provides assistance in the completion of forms.
• Sorts and/or files materials such as correspondence, contract documents, and client case information; maintains files; conducts systematic search for misplaced materials; maintains cross-reference files or indices; purges filing systems as necessary.
• Compiles routine reports and records by extracting and/or tabulating information from a variety of sources such as files, correspondence, meeting notes, logs, previous reports, and/or verbal instruction.
• Transfers professional and technical instructions to project or client files; researches reference materials to respond to client or co-worker inquiries.
• Operates a variety of automated office equipment.
• May perform equipment/system maintenance checks.
• Performs other related duties as required.

Office Assistants are represented by Service Employees International Union (SEIU) and are eligible for overtime compensation.

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, training, or experience equivalent to three (3) years of office clerical experience.

NECESSARY SPECIAL REQUIREMENTS

• Some positions may require a valid California driver's license;
• Specific typing and/or word processing speeds may be required depending on assignments; and
• Some positions may bilingual skills.

SUPPLEMENTAL INFORMATION
Some positions may involve moderate to heavy public contact depending on assignment.

KNOWLEDGE, SKILLS and ABILITIES
Some to thorough knowledge of: modern office methods and practices; record maintenance systems; letter writing and report compilation; public contact techniques; office equipment such as computers, copiers, printers, telephones; and job-related software and web-based programs.

Working to 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; and correct English usage, spelling, grammar and punctuation.

Working skills: depending on assignment, incumbents may be required to demonstrate a certain prescribed proficiency in typing or equivalent word processing/data entry and/or taking/transcribing dictation.

Working to thorough ability to: perform and coordinate moderately difficult and responsible clerical work with little or no direct supervision; set up and maintain records and filing systems; extract information from a variety of sources; operate a variety of automated office equipment; accurately perform and proof the transfer of information from one document to another; establish and maintain cooperative working relationships; understand, follow and convey written and verbal directions; efficiently use related office equipment such as computers, copiers, printers, telephones; and job-related software and web-based programs to provide clerical support.

Recruitment Process

FINAL FILING DATE: This is a continuous recruitment and may close at any time; therefore, apply as soon as possible if you are interested in it.

To apply online, please refer to our web site 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: 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.

Sufficient information must be provided under the Education/Work experience portion of the application and supplemental questionnaire, if applicable, to thoroughly and accurately demonstrate your qualifications 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.

SUPPLEMENTAL QUESTIONNAIRE – qualifying: All applicants are required to complete and submit the questionnaire for this examination AT THE TIME OF FILING. The questionnaire may be used throughout the exam process to assist in determining qualifications for the position. Failure to complete and submit the questionnaire may result in removal of the application from further consideration.

APPLICATION EVALUATION – qualifying: All applications will be reviewed to determine whether 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 online, un-proctored job-related written examination will be conducted to evaluate applicants' knowledge of Customer Service/Office Practices, Interpersonal Relations, Comparison, English Usage, Math, Reading Comprehension and Filing/Records Management. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement 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 Various present and future Regular, Temporary, Fixed-term, Intermittent, or Extra Help vacancies.

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.

It is an objective of the County of Ventura to achieve a drug-free work place. Any applicant for county employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.

For further information regarding this recruitment, please contact Blake Nespica by email at Blake.Nespica@ventura.org.