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Administrative Program Associate

2 months ago

Ventura, California, United States County of Ventura Full time

WHAT WE PROVIDE
The County of Ventura presents a competitive salary and benefits package. In addition to a salary range of approximately $70,887.19 to $99,251.82 annually, employees in this role are eligible for the following:

A general salary increase of 3.5% effective on a specified date.

Educational Incentive - A financial incentive of 2.5% for an associate degree, 3.5% for a bachelor's degree, or 5% for a graduate degree.

Annual Leave - 208 hours per year, increasing to 288 hours after five years of service.

Annual Leave Redemption - The option to redeem up to 100 hours of Annual Leave per year after utilizing 80 hours in the previous twelve months.

Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan, with up to a 3% match on 401(k) contributions.

Health Plans – Full-time employees can utilize a flexible credit allowance for medical, dental, and/or vision insurance from a selection of authorized plans.

Flexible Spending Accounts - Participation in Flexible Spending Accounts is available, allowing for reimbursement of pre-tax dollars for approved dependent care and health care expenses.

Pension Plan - Contributions are made by both the County and employees to the County's Retirement Plan and Social Security. Reciprocity may be established with other public retirement systems if eligible.
Holidays - 12 paid holidays per year, including a scheduled floating holiday.

POSITION OVERVIEW

Under general supervision, the Program Assistant is responsible for planning, organizing, and executing a variety of tasks to support program activities and management, along with performing related duties as required.

The ideal candidate will possess experience in project coordination and demonstrate excellent customer service skills. Strong organizational capabilities, experience with databases, and proficiency in report compilation are essential.

Furthermore, exceptional oral and written communication skills, experience in graphic design, and the ability to create promotional materials are crucial for this role. Maintaining confidentiality is a key requirement.

EDUCATIONAL REQUIREMENTS

BILINGUAL INCENTIVE:

Incumbents may qualify for an educational incentive based on the completion of an Associate's, Bachelor's, or Master's degree that is not mandatory for the classification. Bilingual incentives may also be available depending on operational needs and certification of skills.

AGENCY /

DEPARTMENT:
County Executive Office - Benefits

PAYROLL TITLE:
Program Assistant

The Program Assistant is classified as exempt from overtime compensation and receives management benefits.


The eligible list established from this recruitment may be utilized to fill current and future Regular (including Temporary, Fixed-Term) positions for this role or similar roles.

The County Executive Office has one Regular vacancy.

TENTATIVE SCHEDULE:

APPLICATION REVIEW:
Applications will be reviewed upon submission. Duties may include but are not limited to the following:
Collecting and managing wellness program activity points for incentive program administration. Monitoring and managing the points activity tracking sheet and preparing participation data for reporting as necessary.

Coordinating and executing daily operations of the Wellness and Work Life programs, including scheduling and room reservations for classes/events.

Designing and developing communication materials to promote the program through various channels: emails, flyers, websites, and other related platforms.
Monitoring the program email inbox daily, responding to inquiries, or forwarding them to the manager as appropriate.
Assisting with coordination and preparation of program events. Supporting program execution during work hours and on weekends as needed.
Establishing and maintaining reports, status boards, and/or logs to track program activity. Compiling information for year-end reports of all clinics, consultations, and classes.
Maintaining a countywide database on the locations and scheduling of all dedicated lactation accommodation rooms.
Assisting with the transition back to work after maternity leave.
Assisting in the selection and monitoring of program vendors.

Developing, planning, organizing, and creating childcare resources, including directories and discount programs.

Delivering presentations designed to educate and explain program services.

Collecting and securely storing wellness screening forms according to Health Insurance Portability and Accountability Act (HIPAA) practices and entering them into databases as appropriate.

Contacting health clubs annually and updating the website list for the health club discount program.
Performing other related duties as assigned.

EDUCATION, TRAINING, and

EXPERIENCE:

Any combination of education, training, and experience that demonstrates possession of knowledge and abilities required for wellness and work-life programs.


The required knowledge, skills, and abilities can also be obtained by possessing a Bachelor's degree in a related field or two years of progressively responsible clerical/administrative experience.


DESIRED:
One or more years of experience providing program support.
Significant experience creating and developing communication and marketing materials.
Experience with databases and report creation.
Experience handling confidential information.
Experience with website content management.

NECESSARY SPECIAL REQUIREMENTS:
This position requires occasional travel to various work sites throughout the County. Therefore, the incumbent must possess and maintain a valid California driver license.

Knowledge, Skills, and Abilities:

Thorough knowledge of:

Microsoft Office Suite; Adobe Graphics Suite; public relations and marketing practices; principles and techniques of program management, compliance, and auditing; and Health Insurance Portability and Accountability Act (HIPAA).


Skill in:

written and oral communication; providing technical support to customers; graphic design for wellness marketing materials; maintaining professional relationships with diverse groups.


Ability to:

adapt, be resourceful, and creative in seeking to improve operations and procedures; interpret various regulations and policies to make independent decisions.


FINAL FILING DATE:
Your application must be received by County of Ventura Human Resources by the specified deadline.

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.