Executive Assistant - Human Resources

Description

PLEASE READ THIS BULLETIN CAREFULLY AS IT CONTAINS IMPORTANT INFORMATION ON THE POSITION AND THE RECRUITMENT PROCESS

Be a part of something amazing!

If you are passionate about public service, driven by a commitment to organizational excellence, and genuinely thrive in a dynamic, fast-paced environment managing diverse priorities, this is your opportunity to step into a pivotal role as an Executive Assistant-Human Resources at the County of Ventura. Your proactive nature and meticulous attention to detail will shine as you directly support the County Human Resources Director and key executive managers within the County Executive Office's Human Resource Division.

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's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate's degree not required for the position.
• Bilingual Incentive - Incumbents may also be eligible for bilingual incentive depending upon operational needs and certification skills.
• Annual Leave - 208 hours per year, increasing to 288 hours after 5 years of service.
• Annual Leave Redemption - The ability to "cash in" or redeem up to 100 hours of Annual Leave per year after using 80 hours in the preceding twelve 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: For Plan Year 2025 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.

VENTURA COUNTY

Ventura County is located on California’s “Gold Coast,” approximately 35 miles northwest of Los Angeles and 20 miles southeast of Santa Barbara. Residents enjoy rolling hills and sweeping ocean views in a nearly perfect Mediterranean climate. The beauty and weather combined with a wonderful quality of life are among the many reasons our residents choose to call Ventura County “home.”

Ventura County is a “general law” county, governed by a five-member, elected-by-district Board of Supervisors. The Supervisors appoint a County Executive Officer (CEO) to oversee the County budget, day-to-day operations, and to advise, assist, and act as an agent for the Board of Supervisors in all matters under the Board’s jurisdiction. It focuses on providing excellent services to its residents by promoting engagement, strategy, execution and accountability to include diversity, equity, and inclusion initiatives to ensure that all employees are treated with respect and without discrimination, and to improve culturally appropriate outcomes for community members.

THE DEPARTMENT

The County Executive Office, Human Resources, is dedicated to serving with integrity. The efforts of the human resource team members impact all the employees, future employees, and constituents of Ventura County. This is a dynamic work environment which provides continuing growth opportunities.

THE POSITION

Reporting to the County Human Resources Director, the Executive Assistant for Human Resources plays a vital role in ensuring departmental efficiency and providing executive support. This key position manages a wide range of essential tasks, from offering expert administrative assistance to the Director and other HR executives to effectively researching and compiling important information for various reports. A critical function is the skillful coordination of board letter submissions to the Clerk of the Board, meticulously guiding them through the process to ensure successful approval. Additionally, this position leads various impactful staff projects, collaborating directly with human resource leaders to meet their strategic objectives.

As a trusted ambassador for the Human Resources team, embodying the highest standards of professionalism and discretion, sensitive information will be managed with the utmost confidentiality across all responsibilities. Exceptional communication skills, both written and verbal, are crucial. The successful candidate will thrive in a vibrant, fast-paced environment, demonstrating remarkable poise and focus while skillfully handling a dynamic workload with multiple priorities and deadlines.

PAYROLL TITLE: Program Assistant - NE

The Program Assistant - NE is a Management non-exempt classification and is eligible for overtime compensation.

The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term) Extra-help or Intermittent vacancies for this and similar positions only. There is currently one (1) Regular vacancy within the County Executive Office, Human Resources.

TENTATIVE SCHEDULE :
OPENING DATE: 05/28/2025
CLOSING DATE: 06/11/2025, 5:00 pm

Examples Of Duties

Duties may include, but are not limited to the following:

• Maintains calendars for the Director of Human Resources and other human resource executive managers exercising considerable discretion in time commitments;
• Serves as liaison for the Director of Human Resources and other human resource executive management; coordinates meetings and events with the County Executive Officer, other County Executive Office executives, County department heads, elected officials and other public sector agencies;
• Transmits messages, directions, requests, and instructions via telephone, email and written memos maintaining absolute confidentiality as required; drafts responses as needed;
• Coordinates submission of materials for board letters to the Clerk of the Board’s SIRE application; monitors board letters for compliance with SIRE User Guide, board letter terms and other such criteria; makes recommendations concerning the successful finalizing and approval of board letters;
• Performs a variety of staff projects or assignments in direct assistance to human resource executive managers;
• Researches and compiles information needed for narrative and statistical reports applying knowledge of County operations and/or regulations in the evaluation of information included in such reports;
• Attends meetings to document actions and provide support to management related to various topics, such as human resources and/or labor relations;
• Performs other related duties as required.

Typical Qualifications

These are the entrance requirements to the examination process and ensure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, and EXPERIENCE
Any combination of education and experience, which would provide the knowledge, skills and abilities to perform the above duties or tasks.

The required knowledge, skills, and abilities can best be demonstrated by possession of extensive experience providing office and administrative support to a department/agency head, assistant director, executive director, or similar level management position with some basic responsibilities related to human resources.

NECESSARY SPECIAL REQUIREMENTS

Experience with:

• Working in an environment with constant distractions while staying calm under pressure
• Keeping confidentiality
• Working independently
• Learning new technology programs

Intermediate proficiency with Word, Excel, Teams, and Outlook.

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

Desired

• Knowledge of human resources policies and practices for a public sector agency including recruitment, classification, and compensation
• Knowledge of union Memorandums of Agreement
• Familiarity with document management systems, such as the Clerk of the Board automated system for submitting and following board letters

Knowledge, Skills, and Abilities

Working knowledge of: general human resource practices, policies and procedures for a public sector agency, such as the County of Ventura, including recruitment, classification and compensation, and personnel actions; personnel rules and regulations, union memorandums of agreement and management resolution; document management software, such as the Clerk of the Board’s automated system for submitting and following board letters through to approval, such as SIRE.

Considerable knowledge of: County operations and organizational structure; county administrative manual policies and procedures.

Thorough knowledge of: administrative support functions, such as keeping calendars, relaying messages, sorting mail and greeting visitors; data compilation and reporting practices and techniques; narrative report writing techniques.

Intermittent proficiency skills in Microsoft Office tools, such as Word, Excel, Outlook and Teams.

Skilled at: working in an environment with constant distractions while staying clam under pressure; maintaining calendars for multiple executives.

Ability to: learn, interpret, synopsize and apply complex program administration and operating rules and regulations; search out and integrate financial, narrative and statistical information from a variety of sources to draw conclusions and prepare reports; highly organized with multiple priorities while meeting conflicting deadlines; demonstrate discretion within a political environment; maintain absolute confidentiality; work independently; learn new technology programs readily; effectively establish and maintain working relationships with executives, elected officials, staff, co-workers and the public; communicate effectively in writing and orally.

Recruitment Process

FINAL FILING DATE

Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Wednesday, June 11, 2025.

To apply online, please refer to our website 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 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.

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 will result in the application being removed from consideration.

APPLICATION EVALUATION - qualifying
All applications will be reviewed to determine whether 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.

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 may consist of an Oral Exam, which may be preceded 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.

ORAL EXAM - 100%
A job-related oral exam will be conducted to evaluate and compare participating applicants' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

NOTE: If there are three (3) or fewer qualified applicants, an oral exam will not be conducted. Instead, a score of seventy percent (70%) will be assigned to each application, and each applicant will be placed on the eligible list.

ELIGIBLE LIST
The eligible list established from this recruitment may be used to fill present and future Regular, (Temporary or Fixed-Term) Extra-help or Intermittent vacancies for this and similar positions only. There is currently one (1) Regular full-time vacancy within County Executive Office, Human Resources.

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.

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 about this recruitment, please contact Katie Reynolds at katie.reynolds@ventura.org.

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: 6/11/2025 5:00 PM Pacific

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• County of Ventura

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