APCD HR Assistant

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APCD HR Assistant

Salary

$55,349.08 - $89,014.41 Annually

Location

Ventura, CA

Job Type

Full-Time Regular

Job Number

9156APCD-24AA (LC)

Department

Air Pollution Control District

Opening Date

05/17/2024

Closing Date

6/3/2024 5:00 PM Pacific

• Description

• Benefits

• Questions

Description

Under the direction of the Fiscal and Administrative Services Manager for the Air Pollution Control District (APCD) this Management Assistant IV is one of two assigned to the department. The other MA IV is primarily responsible for administrative support duties directly for the APCD Director. Under general direction, this position will be primarily responsible for overseeing the personnel and payroll functions of the District and provide clerical support duties for the APCD Executive Management Team, including secretarial and administrative duties. This position is responsible for highly confidential and sensitive information including handling personal information of District employees. A high level of trust and professionalism is expected with the ability to maintain confidentiality. This position may be assigned to perform lead functions over other clerical personnel.

The ideal candidate will have:

• experience related to personnel matters in a public sector, unionized environment, and as a clerical lead

• demonstrate exceptional interpersonal skills

• organization and time management skills and

• excellent oral and written communication.

EDUCATIONAL/BILINGUAL INCENTIVE: Some positions may be eligible for educational incentive of 2.5%, 3.5%, or 5% based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification. Incumbents may also be eligible for bilingual incentive pay depending upon operational needs and certification of skill.

APCD Management Assistant IV is a Management/Confidential classification and is eligible for overtime compensation. Incumbents in this classification are eligible for benefits at the MCC level.

Examples Of Duties

Examples of duties may include but are not limited to the following:

• Assists the Fiscal and Administrative Services Manager with processing all personnel related paperwork, administers staff training, leave of absence, worker's compensation, coordinate employee benefits, and performing other personnel-related tasks.

• Serves as the District’s HR representative to the County and point of contact of staff for personnel-related matters.

• May perform some clerical accounting, bookkeeping, or other minor fiscal tasks, such as purchasing, reviewing time reports and related payroll functions, as well as other clerical duties.

• Performs a variety of staff projects and assignments in direct assistance to Fiscal and Administrative Services Manager.

• Serves as the District Safety liaison to the County and with other related agencies.

• Assists with the preparation of Board letters including graphs and tables, newsletters, memos, and other documents using Microsoft Office software. Provide clerical assistance to management as an expert proofreader for all business correspondence including board letters, memos, and other official written materials.

• When directed, may serve as liaison between the APCD Executive Officer, management, and representatives from other departments and agencies, the APCD Board, and other local government and public officials; personally transmits messages, requests and instructions as appropriate.

• Screens incoming correspondence, arranging items by priority, referring matters to other staff as appropriate, and preparing correspondence regarding matters not requiring the management's personal attention.

• Perform secretarial duties to the APCD Executive Officer when necessary.

• May perform lead functions over other clerical personnel.

• Performs other related duties as required.

Typical Qualifications

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

Education/Experience:

Considerable administrative office experience which has led to the acquisition of the required knowledge and abilities.

The required knowledge and abilities also can be obtained with four (4) years of increasingly responsible administrative support experience.

DESIRED:

• Experience supporting human resource functions and/or processing personnel actions in a public sector, unionized working environment.

• Experience in Ventura County Human Resources Payroll (VCHRP) system

• Experience working in an environment handling confidential and sensitive information.

NECESSARY SPECIAL REQUIREMENTS:

• Intermediate proficiency in Word, Excel, PowerPoint, and Outlook.

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

Knowledge, Skills, and Abilities:

Comprehensive knowledge of:

• Correct English usage, grammar, spelling, vocabulary and punctuation;

• Modern office methods and procedures, including business correspondence, filing, and standard office equipment.

  Working knowledge of:

• Personnel procedures and related laws, regulations, practices and policies.

  Comprehensive ability to:

• Understand departmental organization, policies, and procedures, Personnel Rules and Regulations, Memorandum of Agreements.

• Compose clear and concise correspondence independent of oral or written instructions;

• Establish and maintain clerical procedures and standards;

• Independently perform a variety of administrative assignments;

• Effectively supervise clerical employees;

• Establish deal with the public and other government agency staff in situations requiring tact and poise:

• Effectively establish priorities and adjust organizational activities as appropriate.

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. Monday, June 3, 2024.

To apply on-line, please refer to our web site at www.ventura.org/jobs. A paper application can be obtained by calling (805) 654-5129. Our address is: County of Ventura, Human Resources Division, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

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.

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) for additional information.

SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this exam AT THE TIME OF FILING. This 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%: A job related written examination will be administered to test candidates' knowledge of English usage and written communication, business math, proofreading, office procedures and filing. Candidates 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 current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies for these positions or similar positions only. There is currently one (1) Regular vacancy.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record is required for this position.

For further information about this recruitment, please contact Lorin Calderon by email at lorin.calderon@ventura.org or telephone at (805) 654-2959.

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

AIR POLLUTION CONTROL DISTRICT

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, CC

01

Which option below best describes your full-time work experience providing secretarial or administrative support?

(NOTE: Full time is considered 40 hours per week; anything less than that must be prorated.)

Employer(s) where you obtained the experience must be included in the work experience section to be considered qualifying.

• 4 or more years of experience

• Less than 4 years of experience

• No experience

  02

  Describe your work experience providing secretarial or administrative support. Include:

• The employer in your work history where you you obtained this experience.

• Specific duties you performed.

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

03

Describe your skill level and proficiency for each of the items listed below. Include the following details:

Skill level (no experience, beginner, intermediate, or advanced);and examples of your proficiency.

• MS Word

• MS Excel

• MS PowerPoint

• Adobe

• Outlook

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

  04

  Describe your experience supporting human resource functions and/or processing personnel actions in a public sector, unionized working environment.

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

05

Describe your work experience using an automated payroll system, such as Oracle or similar product. if you have experience with the Ventura County Human Resources Payroll (VCHRP) system please indicate that in your response.

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

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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