Job Information
Ventura County Clerical Supervisor I/II/III in Ventura, California
Clerical Supervisor I/II/III
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Clerical Supervisor I/II/III
Salary
$46,409.61 - $78,726.63 Annually
Location
All Sites, CA
Job Type
Various
Job Number
1269VAR-24AA (JR)
Department
Various Departments
Opening Date
10/03/2024
Closing Date
10/16/2024 5:00 PM Pacific
Description
Benefits
Questions
Description
WHAT WE OFFER
The County of Ventura offers an attractive compensation and benefits package that includes:
A general salary increase of 3.5% effective December 22, 2024.
Merit Increases – New employees are eligible for an initial 5% merit increase within the pay range upon completion of at least 1,040 hours (approximately 6 months) assuming work meets satisfactory standards. Subsequent merit increases within the pay range will be upon completion of each additional 2,080 hours (approximately one year) from the initial merit increase.
Educational Incentive - An educational incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate degree.
Bilingual Incentive – Based on agency need, proficiency levels by exam are $.69 per hour (Level I), $1.00 per hour (Level II), or $1.32 per hour (Level III).
Flexible Workweek/Telework Schedule – We support work life balance by offering compressed work (e.g., 9/80 or 4/10 workweek) and remote hybrid telework schedules for some positions subject to organizational needs and satisfactory performance.
Vacation Accrual – New regular, full-time employees shall accrue approximately 14 days of vacation a year for the first 10,400 hours or 5 years of service; vacation accruals increase at 5, 11, 12, 13, 14, 15 and 20 years of service topping out at 26 days a year and 400 hours of vacation hours banked.
Annual Leave Redemption – After 14,560 hours of continuous County service an employee may elect to "cash in" or redeem up to 80 hours of vacation accrued in the same year after using 80 hours of vacation in the preceding 12 months.
Sick Leave - Full time regular employees accrue 3.08 hours of sick leave per bi-weekly pay period with an advance at hire of 40.04 hours which will be balanced at the completion of 13 bi-weekly pay periods.
Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3.00% match on your 401(k) contributions.
Health Plans–Full time employees are given a flexible credit allowance of up to $21,450 annually to offset the purchase of medical, dental, and/or vision insurance for you and your dependents.
Employee only - $502 per biweekly pay period
Employee plus one dependent - $730 per biweekly pay period
Employee plus family - $905 per biweekly pay period
Flexible Spending Accounts - Pre-tax benefit towards eligible medical, dental and vision care and/or dependent care expenses.
Pension Plan - Participation in the County's defined pension plan, which has reciprocity with CalPERS.
Holidays - 12 paid days per year which, includes a scheduled floating holiday.
Additional Benefits - Tuition Reimbursement, Disability Plans, Employee Assistance Program, Life Insurance, Wellness Program.
OUR COUNTY AND COMMUNITY
Ventura County is located on California's "Gold Coast," approximately 35 miles northwest of Los Angeles and 20 miles southeast of Santa Barbara. The County includes 42 miles of coastline which is home to the following cities and points of interest: Camarillo, Fillmore, Moorpark, Ojai, Oxnard, Port Hueneme, Santa Paula, Simi Valley, Thousand Oaks, and Ventura as well as national protected areas such as parts of the Angeles National Forest, Channel Islands National Park, and the Santa Monica Mountains National Recreation Area. Ventura County’s beauty and weather combined with a wonderful quality of life are among the many reasons our residents choose to call Ventura County "home."
THE POSITION
Clerical Supervisor I/II/III, under direction, plans, organizes and supervises assigned clerical operations or support unit(s) which may involve highly technical and specialized (e.g., legal, administrative, law enforcement support, collections, accounting) journey or advanced journey level clerical work.
Distinguishing Characteristics:
At each successive level, the incumbents are expected to demonstrate greater initiative, self-direction, independent judgment and conflict resolution than the preceding classification.
Clerical Supervisor I: plans, organizes, supervises and performs specialized clerical and technical work. This level serves as working supervisor of an organizational unit or shift. The work is characterized by the mix of journey/advanced journey level activities and supervisory responsibility over the assigned unit.
Clerical Supervisor II: is the journey level classification in this job series. Incumbents plan, organize and supervise the specialized clerical and technical work of one clerical operation or support services unit.
Clerical Supervisor III: is the advanced journey level classification in this job series. Incumbents plan, organize and supervise the specialized clerical and technical work of multiple work units or all three shifts of a 24-hour operation. Clerical Supervisor III is utilized to describe positions responsible for several units performing multiple clerical functions or all three shifts on a 24-hour operation.
Clerical Supervisor I/II/IIIs are represented by the Service Employees International Union (SEIU) and are eligible for overtime compensation.
APPROXIMATE SALARIES:
Clerical Supervisor I: $22.31 - $31.21 per hour
Clerical Supervisor II: $24.53 - $34.34 per hour
Clerical Supervisor III: $27.02 - $37.85 per hour
Ideal candidates will possess the following competencies:
Adaptability & Flexibility – Responding positively to change and fluidly modifying behavior as the situation requires
Attention to Detail – Accomplishing tasks thoroughly with concern for all elements involved, however small
Communication – Respectfully delivering pertinent, truthful, and timely information and comprehending information delivered by others
Customer Service – Ensuring consistent, responsive, and superior delivery of services to internal and external stakeholders
Decisions Making – Exercising discretion and good judgment in evaluating and choosing optimal courses of action
Delegation – Sharing responsibility, authority, and accountability in a way that empowers employees
Results Focus – Initiating tasks, meeting organizational goals, and committing to proficient accomplishments
Relationship Building – Developing and maintaining stable, mutually beneficial networks of cooperation among clients, coworkers, vendors, and other organizations
Leadership – Establishing shared goals, values, and principles and strategically guiding others
Performance Management – Improving employee effectiveness with honest and constructive feedback and dialogue
Conflict Management – Preventing, mitigating, and resolving disputes and other interpersonal tensions
Staff Development – Supporting others in the pursuit of their goals and expansion of their potential through feedback, instruction, and encouragement
Examples Of Duties
Depth and breadth of assignments increase at each level and may include, but are not limited to the following:
Plans, organizes, and supervises the work of clerical staff and other subordinate personnel; reviews work of staff to ensure adequacy and accuracy of documents and files processed through the department.
Develops and implements internal program procedures and work methods; instructs staff on changes in procedure or policy that affect operation; conducts training and orientation of new staff and ongoing training for all staff.
Handles the more difficult and complex procedural problems; research state law, county codes, and policies to ensure compliance and prepares and processes documents as needed; responds to questions and special problems of the public or various departmental representatives; may handle communication with outside agencies.
Maintains pertinent records and performs related work as required which may include typing, filing, preparing and mailing of correspondence, briefs, exhibits, lists, various documents, arbitrations, civil service matters, and other employee relations matters.
May act as back-up secretary and assist all clerical staff.
Maintains current knowledge of office computer systems and word processing software.
Initiates, monitors, evaluates, and revises all office-related blanket purchase orders for office supplies and equipment.
May prepare employee performance appraisals and/or evaluations; may receive and resolve routine personnel matters and make recommendations to superiors on difficult and complex personnel matters.
May be assigned additional clerical, technical, administrative, and/or supervisory duties and responsibilities.
May assist with staffing needs and other program decisions.
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, TRAINING, AND EXPERIENCE:
Some (I), considerable (II), or progressively responsible (III) clerical/secretarial experience which has led to the acquisition of the required knowledge and abilities. The required knowledge and abilities also can be obtained by:
Clerical Supervisor I: Any combination of education, training, or experience equivalent to four (4) years of clerical experience which demonstrates the ability to plan, assign, train and evaluate the work of others.
Clerical Supervisor II: Any combination of education, training, or experience equivalent to five (5) years of clerical experience which includes at least one (1) year of direct supervisory experience.
Clerical Supervisor III: Any combination of education, training or experience which is equivalent to six (6) years of clerical experience. Two (2) of the six (6) years must have included direct supervisory experience. Depending on the assignment, considerable experience in a specialty area may be required.
NECESSARY SPECIAL REQUIREMENTS:
Depending on the assignment, any one or combination of the following may be required:
A valid California driver license.
Experience in a specialty area.
A minimum net words per minute typing speed and/or shorthand speed.
Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.
Recruitment Process
FINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Wednesday, October 16, 2024.
To apply online, please refer to our web site at www.ventura.org/jobs. If you prefer to fill out a paper application form, please call (805) 654-5129 for application materials and submit them to County of Ventura Human Resources, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.
Information for Transfer Candidates: 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.
Note to Applicants: It is essential that you complete all sections of your application and supplemental questionnaire thoroughly and accurately to demonstrate your qualifications. A resume and/or other related documents may be attached to supplement the information in your application and supplemental questionnaire; however, it/they may not be submitted in lieu of the application.
SUPPLEMENTAL QUESTIONNAIRE - qualifying: All applicants are required to complete and submit the questionnaire for this exam AT THE TIME OF FILING. The supplemental questionnaire may be used throughout the exam process to assist in determining qualifications for the position. Failure to complete and submit the questionnaire may result in removal of the application from further consideration.
APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the examination process.
WRITTEN EXAMINATION (100%): An un-proctored, internet-based job-related written exam will be conducted to evaluate participating candidates' knowledge of office operations and practices, math, English usage, reading comprehension, proofreading, and basic supervision for successful performance on the job. 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, Fixed-Term), Intermittent, and Extra Help vacancies.
NOTE: If appointed at the lower level, incumbent may be promoted to the higher level without further examination upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department. Formal assignment to the higher level is at the discretion and approval of management.
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.
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.
It is an objective of the County of Ventura to achieve a drug-free work place. Any applicant for county employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.
COUNTY EMPLOYEES AS DISASTER SERVICE WORKERS
When a disaster strikes of natural or manmade origin, Ventura County employees may be called upon to provide service to the community by assisting in emergency response efforts. This may require employees to work in other locations, different hours, and out of class. At the time of hire, all County employees will be required to sign an Oath or Affirmation of Allegiance for Disaster Service Workers and Public Employees (Sections 3102 and 3103, Government Code of California)
CONTACT INFORMATION
For further information about this recruitment, please contact Jennifer Rayner by email at jennifer.rayner@ventura.org or by telephone at (805) 477-5390.
YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE
Service Employees International Union (LOCAL 721)
(SEIU)
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: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS
01
Which option below best describes your full-time equivalent clerical/secretarial work experience? Clerical/secretarial experience is generally characterized by performing complex and routine tasks consistent with established policies and procedures in support of management or a department. NOTE: Full time is considered 40 hours per week; anything less than that must be prorated. In order to receive credit for this experience, you MUST include each employer in the Work Experience section of your application, and all details for each employer must be included.
No Experience
Less than 1 year
At least 1 year, but less than 2 years
At least 2 years, but less than 3 years
At least 3 years, but less than 4 years
At least 4 years, but less than 5 years
At least 5 years, but less than 6 years
6 years or more
02
Describe your clerical/secretarial work experience, including performing complex and routine tasks consistent with established policies and procedures in support of management or a department. Provide details and examples to demonstrate the scope of your experience in this area. If you do not have this type of experience, please type "no experience."
03
Please indicate the highest level of education you have completed.
No high school diploma or GED
High school diploma or GED
30 - 59 semester units of college course work
60 or more semester units of college course work, but no degree
Associate's degree
Bachelor's degree
Master's degree or higher
04
Which of the below options best describes your full-time equivalent experience supervising staff? NOTE: Full time is considered 40 hours per week; anything less than that must be prorated. In order to receive credit for this experience, you MUST include each employer in the Work Experience section of your application, and all details for each employer must be included.
No supervisor experience
Less than 1 year supervision experience
At least 1 year, but less than 2 years of supervision experience
At least 2 years, but less than 3 years of supervision experience
At least 3 years, but less than 4 years of supervision experience
At least 4 years, but less than 5 years of supervision experience
5 or more years of supervision experience
05
Describe your work experience supervising staff, including a description of the duties you performed which demonstrates your related experience. Provide details and examples to demonstrate the scope of your experience in this area. In your response, be sure to include the following: A) The organization in which you were a supervisor B) Years of experience supervising staff C) The number of staff members you were responsible for supervising D) The job titles and functions for which your staff were responsible E) Whether or not you have administered performance evaluations. This question is intended to identify those who meet the requirements for placement at the Clerical Supervisor II and III levels. If you do not have this type of experience, please type "no experience."
06
Some positions may require the possession of a valid California driver license. Do you possess, or have the ability to obtain prior to appointment, and maintain a valid California driver license?
Yes
No
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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