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HR Administrative Assistant

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HR Administrative Assistant

Salary

$42,276.11 - $73,667.80 Annually

Location

Ventura, CA

Job Type

Full-Time Regular

Job Number

0020CCR-24AB (MA)

Department

County Clerk-Recorder (Recruitment by CEO-HR)

Opening Date

06/28/2024

Closing Date

7/8/2024 5:00 PM Pacific

• Description

• Benefits

• Questions

Description

Under supervision, assists agency Human Resources staff with a variety of administrative tasks, including recruitment, onboarding, leave of absence management, payroll and completion of various employment related documentation.

PAYROLL TITLES AND APPROXIMATE SALARIES:

Administrative Aide - $20.33 - $28.45 per hour

Administrative Assistant I - $25.31 - $35.42 per hour

AGENCY/DEPARTMENT: County Clerk-Recorder

About The County Clerk-Recorder

The County Clerk’s Division is responsible for issuing marriage licenses and performing ceremonies; and provides services such as vital records/statistics, fictitious business name statements, notary public registrations, authentications, environmental impact reports, professional registrations, vital statistics, including birth, death, and marriages and electronic recordings.

The Recorder’s Division is responsible for the recording of deeds, deeds of trust, court decrees and many other documents affecting title to real property in Ventura County. The division also maintains Uniform Commercial filings and subdivision maps within the county. This Division also creates digital images of real property and vital records and provides and maintains an efficient retrieval system to support the public’s request for real property records. All functions of the office are conducted under provisions of the State Constitution, and State and County Codes.

The Elections Division, as required by law, and under the direction of the Registrar of Voters, conducts all Federal, State, County, school and special district elections in the County, as well as the general municipal elections for all 10 Ventura County cities. It administers voter registration and outreach programs; maintains the master voter file and master street index; processes Vote By Mail ballots; performs the layout and proofing of all sample ballot, official ballots, and voter information materials; establishes precinct boundaries and polling place locations; recruits and trains precinct workers; maintains, tests and distributes voting equipment to all vote centers; tabulates all voted ballots; and conducts the official election canvass.

Administrative Aide and Administrative Assistant I are represented by the Service Employees International Union (SEIU) and are eligible for overtime compensation.

TENTATIVE SCHEDULE:

OPEN: 06/28/24

CLOSE: 07/08/24

APPLICATION REVIEW COMPLETE: 07/09/24

WRITTEN EXAM: Tentatively scheduled for 07/09/24-07/15/24

Examples Of Duties

Duties may include but are not limited to the following:

• Assists with the recruitment process, including scheduling interviews, processing new hire paperwork, and drafting conditional job offer letters.

• Coordinates the onboarding process for new hires, including conducting new hire orientation sessions before mid-size to large audiences.

• Provides training and direction to extra-help employees.

• Assists with department's benefits administration by answering employee questions regarding benefits and processing related paperwork .

• Assists with completion of employee leaves of absence forms and injury reports.

• Serves as liaison between employees, supervisors, managers, and human resources staff.

• Reviews incoming payroll records for accuracy and processes payroll transactions, adjustments, and corrections into payroll system; updates and reconciles payroll logs; responds to employee inquiries related to payroll matters.

• May assist with accounts payable, accounts receivable, billings, deposits, monthly reconciliations.

• Performs a variety of administrative functions in support of Human Resources Manager.

• Performs other 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 would demonstrate possession of the knowledge and abilities.

Note: For some vacancies, specific knowledge, specialized education, and/or specialized experience may be required.

Administrative Aide - Possession of the requisite KSAs could typically be demonstrated by completion of an Associate's degree in a related field and/or one (1) year of increasingly responsible clerical or administrative support experience.

Administrative Assistant I: Possession of the requisite KSAs could typically be demonstrated by completion of an Associate's degree in a related field and/or two (2) years of related experience.

NECESSARY SPECIAL REQUIREMENTS

• Public speaking skills

• Basic proficiency with Microsoft Excel

• Basic proficiency with Microsoft Word

• Strong interpersonal skills

• Must be willing and able to work overtime, evenings, weekends, and holidays as scheduled or on short notice.

DESIRED

• Some human resources experience

The ideal candidate will possess the following competencies:

• Adaptability & Flexibility - Responding positively to change and fluidly modifying behavior as the situation requires.

• Communication - Respectfully delivering pertinent, truthful, and timely information and comprehending information delivered by others.

• Professional Integrity & Ethics - Demonstrating high standards of conduct and consistently adhering to sound moral principles.

• Self-Management - Exemplifying personal organization, dependability, and self-discipline.

• Team Orientation - Embracing a spirit of collaboration and a commitment to cooperating with others to achieve shared goals.

• Attention to Detail - Accomplishing tasks thoroughly with concern for all elements involved, however small.

• Information Sharing - Proactively communicating facts and data in comprehensible form to appropriate audiences.

• Oral Communication - Speaking to be understood and listening to understand.

• Presentation Proficiency - Formally communicating prepared information to an audience.

• Customer Service - Ensuring consistent, responsive, and superior delivery of services to internal and external stakeholders.

• Conflict Management - Preventing, mitigating, and resolving disputes and other interpersonal tensions.

Recruitment Process

FINAL FILING DATE: Applicat ions must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Monday, July 8, 2024.

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.

Information for Transfer Candidates: 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) for additional information.

Note to Applicants: It is essential that you complete all sections of your application and 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, it/they 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. This 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 removal of the application from further 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.

WRITTEN EXAMINATION - 100%: An un-proctored, online, internet-based job-related written examination will be administered to test candidates' knowledge of English usage, reading comprehension, customer service, clerical methods and practices, and mathematics for successful performance on the job. Examinees must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

The eligible list established from this recruitment will be used to fill current and future Regular, Temporary, Fixed-term, Intermittent, and Extra-help vacancies for this position only . There is currently one (1) Regular vacancy with the Clerk-Recorder's Office. 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 Michelle Antonetty by emai l at Michelle.Antonetty@ventura.org or by telephone at (805) 477-7260.

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 (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: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS

01

What is your level of proficiency with MS Excel?

• No experience

• Basic/Beginner - Format cells, rows and columns, use simple formulas, print worksheets and workbooks

• Intermediate- Create/modify/format charts, filter data and manage filtered list, perform multi-level sorting, use mathematical/logical/statistical/financial functions.

• Advanced- Work with Pivot tables, use advanced functions (VLOOKUP, IF, IS), use spreadsheet Web components

  02

  What is your level of proficiency with MS Word?

• None/No experience

• Basic/Beginner- Create and edit documents, tables, format paragraphs.

• Intermediate - Create templates, use styles, create mail merges/sort/filter, customize toolbars

• Advanced - Use/insert Graphic effects (clip art, Word Art), table of contents, footnotes, endnotes, track document changes

  03

  Describe a specific example from your work experience that involved interfacing directly with others where effective interpersonal skills were crucial to achieving a goal or completing a task. In your response, include the following:

  A) The specific communication strategies you uses and how they contributed to the overall success of the task.

  B)The name of the employer where you gained the experience.

  C) Who the individuals were that you were interfacing with, e.g., customers, new employees, co-workers, etc.

Employer(s) where you obtained the experience must be included in the Work Experience section of your application to be considered qualifying.

If you do not have this experience, type "No experience."

04

Are you willing and able to perform public speaking?

• Yes

• No

  05

  Describe your experience with public speaking and delivering presentations. In your response, provide details including:

  A.) The type and size of audience

  B.) The topics you have presented on, and

  C.) The employer(s) in which you acquired the experience.

If you do not have this experience, please type "No Experience."

06

Are you willing and able to work overtime, evenings, and weekends on short notice?

• Yes

• No

  Required Question

Agency

Ventura County

Address

800 S. Victoria Avenue LOC. #1970 Ventura, California, 93009

Phone

(805) 654-5129

Website

http://hr.ventura.org

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