Management Assistant III/IV

Ventura County•Ventura, CA

10d•Onsite

About The Position

Under general supervision (III), or under direction (IV), performs a wide variety of secretarial and routine administrative functions for one to three directors and/or management personnel. These positions must possess considerable knowledge of the assigned agency/departmental programs, terminologies, policies, and procedures. Management Assistant III is the advanced journey level and Management Assistant IV is the advanced level classification in this job series. Incumbents independently perform secretarial and administrative support duties in support of administrators assigned to the Management Benefit Group 2 or department/agency heads. This posting is for various departments; vacancy location is throughout Ventura County.

Requirements

Considerable administrative office experience which has led to the acquisition of the required knowledge and abilities.
Management Assistant III – Three (3) years of increasingly responsible secretarial or administrative support experience.
Management Assistant IV – Six (6) years of increasingly responsible secretarial or administrative support experience.
Administrative support experience is work best represented by a high degree of independent and personal discretion while using department policies and procedures to address operational details like screening, referring appropriately, or personally resolving issues that may not require a director's or a manager's personal attention.
Bilingual skills may be required.
Specific typing and/or word processing speeds may be required.
The ability to take dictation at 90 or more words per minute.
Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.
Must be willing and able to report to different worksites due to operational or business requirements.
Thorough to comprehensive knowledge (depending on level in series) of: correct English usage, grammar, spelling, vocabulary and punctuation; modern office methods and procedures, including business correspondence, filing, and office equipment.
Thorough to comprehensive ability (depending on level in series) to: understand departmental organization, policies, and procedures and the County governmental structure; compose clear and concise correspondence independent from oral or written instructions; establish and maintain clerical procedures and standards; independently perform a variety of administrative assignments; effectively supervise clerical employees; establish and maintain effective public relations with departmental clientele; and effectively meet the public in situations requiring tact and poise.

Responsibilities

Screens incoming correspondence, arranging items by priority for the administrator's reply, referring matters to other staff as appropriate and preparing correspondence regarding matters not requiring the administrator's personal attention.
Acts as the administrator’s receptionist, screening office and telephone callers, referring inquiries as appropriate and personally assisting those whose business does not require the administrator’s personal attention.
Makes appointments and arranges conferences and meetings for the administrator, exercising considerable discretion in commitment of the administrator’s time.
Researches, compiles, and organizes information for use by the administrator in the completion of reports, recommendations, and special projects, preparing reports and projects for the administrator’s approval upon request.
Sets up and maintains a variety of office files and records, making appropriate recommendations for changes in clerical and office procedures as necessary.
Serves as liaison between the administrator, his staff, and representatives from other departments and agencies, personally transmitting messages, requests and instructions as appropriate.
Relieves the administrator of routine personnel, budget, timekeeping and purchasing tasks and other operational details as necessary.
Takes and transcribes dictations from shorthand notes or recorded dictations; performs filing, mimeographing, xeroxing, and related tasks as required.
May be assigned duties which involve clerical accounting or bookkeeping.
May perform lead functions over other clerical personnel.
Performs other related duties as required.