Health Care Agency Human Resources Office Assistant-C

THE POSITION
Under general supervision, the Office Assistant - Confidential performs a variety of clerical duties in support of the County Executive Office, Health Care Agency Human Resources, Personnel Services team. Support activities may include public contact, customer service, record maintenance, document production, and/or data processing. In addition to providing customer service in a busy reception area, this position performs detailed clerical and technical assignments requiring accuracy, discretion, and attention to detail.
 
THE IDEAL CANDIDATE
The ideal candidate will possess more than three (3) years of experience providing customer service in a fast-paced office environment handling sensitive and confidential information in support of human resources functions. They will be a detail-oriented professional with excellent organizational, time management, interpersonal, and communication skills, with the ability to establish and maintain strong professional relationships across the agency’s diverse divisions. The ideal candidate will also be a self-starter who demonstrates strong customer service orientation, exercises sound judgment and discretion when handling sensitive information, and responds effectively to changing work conditions, priorities, and assignments.

PAYROLL TITLE: Office Assistant - Confidential

AGENCY/DEPARTMENT: County Executive Office - Health Care Agency Human Resources

DISTINGUISHING CHARACTERISTICS
The classification of Office Assistant-C is distinguished from other Office Assistant classifications by exposure to confidential and sensitive information on internal County matters pertaining to the decision-making process of the County affecting labor relations transactions and/or employer-employee related activity.

The Office Assistant - Confidential is a Management/Confidential classification and is eligible for overtime compensation.

VETERAN’S POINTS: The Office Assistant - Confidential is a trainee/entry level classification and veteran’s points may apply to eligible applicants.

The eligible list established from this recruitment may 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) Intermittent vacancy.

NOTE: An Intermittent Employee is a person employed for intermittent/temporary work on a day-to-day basis. Intermittent employees are not regular County employees and are not eligible for County benefits. Additionally, Intermittent employees are limited to working a maximum of 1,664 hours per fiscal year (July 1 – June 30).

TENTATIVE SCHEDULE
OPENING DATE: September 4, 2026
CLOSING DATE: September 11, 2026, at 5:00 p.m.

Depth and breadth of assignments may include, but are not limited to the following: 

• Greets visitors, answers phone calls, and determines how visitors/calls should be directed;
• Answers routine questions, and explains routine procedures, processes, or departmental activities;
• Monitors general Health Care Agency, Human Resources inboxes, such as, voicemail and email;
• Prepares, validates, processes, and checks a variety of documents such as personnel records, employment applications, requisitions, and invoices, for completeness, accuracy, and submission standards;
• Runs background checks for new hires and volunteers as part of the onboarding process;
• Reviews completed reports and brings areas of concern to the attention of their manager or supervisor;
• Sorts and files materials as needed as well as utilizes electronic filing system (FileNet);
• Opens and distributes mail;
• Prints badges for new hires and existing employees as needed;
• Processes monthly Service Awards and coordinates distribution;
• Completes new hire paperwork, which may include but is not limited to making copies, collecting missing forms, and assisting with the completion of new hire forms;
• Utilizes Ventura County Human Resources Payroll System (VCHRP) to review, input, and update personnel data;
• Schedules appointments for new hires;
• Answers routine employee benefit questions during open enrollment or directs them to the appropriate party;
• Completes verification of employment requests;
• Collects and organizes research data from various sources; and
• Performs other related duties as assigned.

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

Considerable responsible clerical experience which has led to the acquisition of the required knowledge, skills and abilities. The required knowledge, skills and abilities can typically be obtained by:

• Three (3) years of office clerical experience which includes public/customer contact

 

NECESSARY SPECIAL REQUIREMENTS

• Excellent written communication skills must be demonstrated in the completion of the employment application and answers to the supplemental questionnaire
• Some experience working with confidential and sensitive information while exercising appropriate discretion
• Proficiency in Microsoft Word and Excel

 

DESIRED

• Experience with a Human Resources Information System such as the Ventura County Human Resources Payroll (VCHRP), or a similar system
• Experience using an applicant tracking system such as NeoGov, CalOpps, or similar
• Experience utilizing programs such as Canva, PowerPoint, Adobe Acrobat and Survey Monkey
• Bilingual in English and Spanish

KNOWLEDGE, SKILLS, and ABILITIES
Knowledge of: modern office methods and practices; record maintenance systems; letter writing; report compilation; public contact techniques; the operations, procedures, and practices used in support of public sector human resources departments; techniques to expedite or improve clerical tasks and record processing; and correct English usage, spelling, grammar and punctuation.

Skill in: Ventura County Human Resources Payroll System (VCHRP), NeoGov, Microsoft Word and Excel, Canva, PowerPoint, Adobe Acrobat and Survey Monkey.

Ability to: maintain confidentiality and exercise discretion; perform and coordinate clerical work with accuracy and attention to detail; set up and maintain records and filing systems; extract information from a variety of sources; operate a variety of office equipment and computer programs; establish and maintain cooperative working relationships; and communicate effectively both orally and in writing.

FINAL FILING DATE: Your application must be received by County of Ventura Human Resources no later than 5:00 p.m. on Friday, September 11, 2026.
   
To apply online, please refer to our web site at www.venturacounty.gov/jobs. If you prefer to fill out a paper application form, please call (805) 677-5184 for application materials and submit them to County of Ventura Human Resources - Health Care Agency, 646 County Square Drive, Ventura, CA 93003.
   
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.
  
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.
    
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 conducted to test applicants' knowledge, skills and abilities in relation to office practices, reading comprehension, forms completion/checking, comparison, vocabulary, spelling, math, and filing. Applicants must earn a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

Applicants successfully completing the examination process may be placed on an eligible list for up to 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 Maritza David by e-mail at Maritza.David@venturacounty.gov or by telephone at (805) 677-5162.

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.