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Human Resources Administrative Support Specialist

2 months ago

Ventura, California, United States Ventura County Full time

POSITION SUMMARY


The Confidential Office Assistant III operates under general oversight to execute a range of administrative tasks in support of the Health Care Agency's Human Resources division.

Responsibilities may encompass public interaction, customer service, record management, document preparation, and data processing.

QUALIFICATIONS OF THE IDEAL CANDIDATE


The preferred candidate will have over three (3) years of experience in delivering customer service within a dynamic office setting, particularly involving sensitive and confidential information.

This role requires proficiency in managing public interactions in a reception capacity while also undertaking detailed clerical and technical responsibilities.


PAYROLL TITLE:
Office Assistant III - Confidential

KEY CHARACTERISTICS:
The Office Assistant III - Confidential represents the advanced journey level in this classification series. Individuals in this role are tasked with clerical functions that necessitate specialized program knowledge to support ongoing operations and services.

This classification is distinguished from other Office Assistant roles by the occasional handling of confidential employee relations information as outlined by applicable regulations.

BILINGUAL INCENTIVE:

Employees may qualify for an educational incentive ranging from 2.5% to 5% based on the attainment of an Associate's, Bachelor's, or Master's degree, which is not a prerequisite for this classification.

Additionally, bilingual incentives may be available based on operational needs and skill certification.

The Office Assistant III - Confidential is classified as Management/Confidential and is eligible for overtime pay.

RESPONSIBILITIES INCLUDE:

• Greeting visitors and managing phone calls, including checking voice messages and responding to emails from the HR general inbox.

• Conducting background checks for new hires and volunteers as part of the onboarding process, reviewing reports, and addressing concerns with management.

• Organizing and filing documents within the designated system.

• Distributing mail and managing weekly correspondence.

• Printing identification badges for new and existing employees, including replacements for off-site personnel.

• Overseeing the monthly Service Awards process.


• Completing new hire documentation, which may involve making copies, gathering missing forms, and assisting with form completion.

• Updating data in the Human Resources Payroll System.

• Scheduling appointments for new hires.

• Processing leave of absence forms and submitting them to payroll.

• Addressing employee benefit inquiries during open enrollment or directing them to the appropriate resources.

• Collecting and organizing research data from various sources.

• Performing additional related duties as assigned.

EDUCATION AND EXPERIENCE REQUIREMENTS

Progressively responsible clerical experience that has led to the acquisition of necessary knowledge, skills, and abilities.

The required knowledge, skills, and abilities can also be obtained through three (3) years of office clerical experience involving public/customer interaction.


NECESSARY SPECIAL REQUIREMENTS
Proficiency in Microsoft Office applications, including Word and Excel.

Demonstrated excellent written communication skills in the application and supplemental questionnaire.

DESIRED QUALIFICATIONS
• Familiarity with the Human Resources Payroll System.

• Experience with design and presentation software such as Canva, PowerPoint, Adobe Acrobat, and Survey Monkey.

• Bilingual proficiency in Spanish.

KNOWLEDGE, SKILLS, AND ABILITIES

Thorough knowledge of:
• Modern office practices and procedures;

• Record management systems;

• Effective letter writing and report compilation techniques.

Considerable knowledge of:
• The operations and procedures pertinent to the assigned function;

• Techniques to enhance clerical tasks and record processing;

• Correct English usage, spelling, grammar, and punctuation.

Working knowledge of:
• Human Resources Payroll System.

Skills in:
• Proficiency in Microsoft Word and Excel;

• Familiarity with design and presentation tools.

Ability to:
• Maintain confidentiality and exercise discretion;

• Execute clerical tasks with precision and attention to detail;

• Establish and maintain organized records and filing systems;

• Extract information from diverse sources;

• Operate various office equipment and software programs;

• Foster cooperative working relationships;

• Communicate effectively in both oral and written forms.

APPLICATION PROCESS

All applications must be submitted by the designated deadline. Applicants are required to provide sufficient information under the Education/Work Experience section of the application to demonstrate their qualifications.

While a resume may be attached to supplement responses, it cannot replace the application.


SUPPLEMENTAL QUESTIONNAIRE – Qualifying

All applicants must complete and submit the questionnaire for this examination at the time of filing.

The supplemental questionnaire may be utilized throughout the examination process to assess each applicant's qualifications for the position.

Failure to complete and submit the questionnaire may result in disqualification from further consideration.

APPLICATION EVALUATION - Qualifying

All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the requirements will be invited to proceed to the next step in the examination process.


WRITTEN EXAMINATION - 100%: An unproctored, online, job-related written examination will be conducted to evaluate applicants' knowledge, skills, and abilities in relation to customer service, office practices, interpersonal relations, English usage, math, reading comprehension, and records management.

Applicants must achieve a score of seventy percent (70%) or higher to qualify for placement on the eligible list.

ELIGIBLE LIST


Candidates who successfully complete the examination process may be placed on an eligible list for a period of one (1) year.


The eligible list established from this recruitment will be utilized to fill current and future Regular, Temporary, Fixed-Term, Intermittent, and Extra-Help vacancies for this and similar positions.


BACKGROUND INVESTIGATION


A thorough pre-employment background investigation may be required for this position, which may include inquiries into past employment, education, criminal background, and driving records.


EQUAL EMPLOYMENT OPPORTUNITY


The County of Ventura is an equal opportunity employer, committed to diversity and inclusion in the workplace.