Sheriff's Management Assistant I/II

Ventura County•Ventura, CA

4d•Onsite

About The Position

Under general supervision, the Sheriff's Management Assistant I/II will perform a variety of clerical and administrative duties. This includes maintaining records and files, processing and distributing documents, providing front-desk and public assistance, responding to inquiries and requests, coordinating personnel and payroll-related activities, and assisting with scheduling, travel, and other departmental administrative functions. The depth and breadth of assignments increase at each level. The Management Assistant I/II is represented by the Service Employees International Union (SEIU) and is eligible for overtime compensation.

Requirements

Some (I) to considerable (II) secretarial and administrative office experience which has led to the acquisition of the required knowledge and abilities.
Management Assistant I: One (1) year of increasingly responsible secretarial or administrative support experience.
Management Assistant II: Two (2) years of increasingly responsible secretarial or administrative support experience.
Related training or college coursework may be substituted for up to one (1) year of the required experience.
Experience using Microsoft Excel, Word and PowerPoint
Thorough to comprehensive knowledge (depending on level in series) of: Correct English usage, grammar, spelling, vocabulary and punctuation.
Thorough to comprehensive knowledge (depending on level in series) of: Modern office methods and procedures, including business correspondence, filing, standard office equipment, and computer proficiency.
Skilled in: Customer service using professionalism and patience.
Skilled in: Verbal and written communication both inside and outside the organization.
Skilled in: Interpersonal skills using tact and courtesy.
Ability to: Understand departmental organization, policies, and procedures and the County governmental structure.
Ability to: Compose clear and concise correspondence independent from oral or written instructions.
Ability to: Establish and maintain clerical procedures and standards.
Ability to: Independently perform a variety of administrative assignments.
Ability to: Establish and maintain effective working relationships with coworkers, representatives of other agencies, and the public.
Ability to: Effectively work with the public in situations requiring tact and poise.

Nice To Haves

Experience in Ventura County Human Resources Payroll (VCHRP)
Experience in Ventura County Financial Management System (VCFMS) or similar financial software
Excellent organizational, time management, interpersonal and communication skills

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.
Performs filing, copying, scanning, and related tasks as required.
Prepares 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, 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.
May be assigned duties which involve clerical accounting or bookkeeping.
Performs other related duties as required.

Benefits

Merit Increases
Educational Incentive
Bilingual Incentive
Vacation Accrual
Sick Leave
Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan.
401(k) match up to 3.00%
Health Plans – flexible credit allowance to offset the purchase of medical, dental, and/or vision insurance
Flexible Spending Accounts
Pension Plan - Participation in the County's defined benefit pension plan, which has reciprocity with CalPERS.
Holidays - 13 paid days per year which includes a scheduled floating holiday.
Tuition Reimbursement
Disability Plans
Employee Assistance Program
Life Insurance
Wellness Program