Social Services Office Assistant III

JOB Be part of transforming lives in the community by becoming a Social Services Office Assistant with the Ventura County Human Services Agency! WHAT WE OFFERThe 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– We support work life balance by offering compressed work (e.
g.
9/80 workweek) as a convenient option 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 $23,530 annually to offset the purchase of medical, dental, and/or vision insurance for you and your dependents.
Employee only - $502 per biweekly pay periodEmployee 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 COMMUNITYVentura 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 AGENCYTo learn about the Human Services Agency, click “Who We Are” to view a short video about our multiple departments.
HSA is comprised of nearly 1400 staff members who serve approximately a third of Ventura County residents, all of whom have unique experiences and perspectives.
We value diversity, equity, and inclusion in the workplace and assist communities by bringing these values into the workforce.
THE POSITION We are seeking people-oriented Office Assistants to join our team! You will perform clerical and administrative functions in order to help children, adults, families, staff and your team.
Office Assistant III is the advanced journey level classification in the series.
Under general supervision, incumbents perform a variety of clerical and administrative duties in support of an office, operation, or program in any of the five (5) agency departments including Administration, Children and Family Services, Community Access and Engagement, Aging and Disability Services, and Community Services Department.
Support activities may include public service, obtaining/sending records and reports from/to law enforcement, records maintenance, document production and/or case management processing, filing, sorting, greeting visitors, covering reception, managing communication written and verbal to the appropriate parties.
Administrative Services: Office Assistants provide office clerical support to the Administrative Services team who provides support and services to program operations throughout the agency including general administration, fiscal services, human resources, information technology, strategy management, contract and facility management, and staff development.
Children and Family Services (CFS): Office Assistants in CFS will be working in a fast paced, often changing and sometimes emotionally charged environment and will need to be able to self-regulate their emotions, handle confidential information with the utmost discretion and attend team meetings with other staff that help support children and families.
Office Assistants who work in CFS must be highly organized self-starters who have the flexibility to cover various programs.
They may be asked to travel some, retrieve police reports and other sensitive reports from the Department of Justice and Sheriff's Office, file detailed documents, and handle photos in the appropriate manner.
Work assignment (or office locations) do not frequently change but can at the discretion of management if the need arises.
Office Assistants are an integral part of the child welfare system and we are hoping you will consider joining our team.
Community Access and Engagement (CAE): offers assistance and opportunity to enhance well-being through a wide range of programs and services that increase employment, promote safety, access benefits, and reduce homelessness for individuals, families, elderly, disabled, and Veterans.
A CAE Office Assistant III provides support for the following programs: Employment Services, Homeless Services, and Veterans Services.
The Office Assistant III in CAE is the first contact the public has regarding CAE programs on the phone and in the office.
In addition to clerical support for case files and case research, the Office Assistant III greets visitors in reception, responds to referrals and routes for services, answers phones, assists with the application process, assists with orientations, and collects and compiles data on services rendered and reports it out to the supervisor/manager.
Aging and Disability Services (ADS): An Office Assistant III in ADS provides support for the following programs: In-Home Supportive Services, Public Authority, Public Administrator, Public Guardian, Elder Abuse or Neglect, Senior Nutrition, Health Insurance Counseling and more.
The Office Assistant III greets visitors in reception, responds to referrals and routes for services, answers phones, collects and compiles data for reporting, and other clerical duties as assigned.
Community Services Department (CSD): Programs under the CSD provide a safety net for families and individuals who need assistance with basic necessities, such as food, housing, and healthcare.
Office Assistants provide office clerical support to the CSD team who provide eligibility determination and ongoing case management services for Medi-Cal, CalFresh, CalWORKs and General Relief, as well as hearings/appeals services.
In addition to clerical support for eligibility determination and ongoing case management, the Office Assistant III greets visitors in reception, answers phones, and collects information and/or documents from the public.
IDEAL CANDIDATESuccessful candidates will demonstrate the capability to work in a fast-paced office setting and operate within teams as well as individually in a strength-based environment.
Candidates must be able to manage their assignments in an organized system.
In this human/social services agency, it is important that employees are adept at interacting with peers and the public, and possess self-regulation skills to be able to work to diffuse (de-escalate) situations with customers who may be agitated or emotional in a trauma informed manner.
Communication skills are critical for this position as well as an ability to complete assignments efficiently in a timely manner.
Candidates should be able to appropriately prioritize tasks with competing demands and deadlines.
Attention to detail and strong organization skills are advantageous.
The Human Services Agency is a diverse and inclusive environment which works to ensure inclusion and belonging for all.
The ideal candidates will be able to work within these tenants and infuse them throughout all parts of their work.
PAYROLL TITLE: Office Assistant IIIOffice Assistants are represented by Service Employees International Union (SEIU) and are eligible for overtime compensation.
EXAMPLE OF DUTIES Duties may include, but are not limited to the following: Enters data into databases and spreadsheets; produces routine reports, correspondence, or forms; enters, updates, and/or extracts stored information; navigates multiple case management systems; operates a variety of automated office equipment.
Creates a variety of documents in draft and final form, such as correspondence, standard forms, charts, proposals, specifications, and reports from written, recorded, printed sources, and/or verbal instructions; proofreads written materials for correct grammar, spelling, and punctuation; creates e-files and scans program forms and verifications into e-files; processes benefit forms and prepares them for eligibility determination and approval.
Prepares and validates a variety of documents such as applications, client or project records, personnel records, requisitions, reports and invoices, for completeness, accuracy, and submission standards; redacts sensitive information contained in some reports; and updates reports and documents as directed.
Interacts, welcomes, and professionally engages with clients, the public, staff, members of the community and visitors while maintaining confidentiality in all aspects of client, staff and agency information; answers routine questions, provides basic program information and referrals to other resources; responds and returns calls timely; determines the appropriate distribution of communication and information; explains routine procedures, processes, or departmental activities; schedules appointments; obtains routine factual information to create or update files; provides general assistance to customers seeking job search services, and in the completion of forms.
Initiates phone calls to clients and customers to schedule appointments, provides appointment and verification deadline reminder phone calls, provides updates and collects information as needed; provides assistance with follow-up calls to clients; may perform calendar maintenance to coordinate workflow and meetings.
Sorts and/or files materials such as correspondence, contract documents, and client case information; maintains files; conducts systematic search for misplaced materials; maintains cross-reference files or indices; purges filing systems as necessary.
Compiles routine reports and records by extracting and/or tabulating information from a variety of sources such as files, correspondence, meeting notes, logs, previous reports, and/or verbal instruction; transfers professional and technical instructions to project or client files; researches cases and reference materials to respond to client or co-worker inquiries and to collect data for reporting purposes.
Performs other related duties as required.
SUPPLEMENTAL INFORMATION FINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.
m.
on Tuesday, January 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 for additional information.
Note: 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 recruitment and hiring 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 interpersonal skills, customer service/public service, English usage, reading comprehension, public human services office practices, record keeping, and forms completion 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 present and future regular, temporary, fixed-term, intermittent, and extra-help vacancies for these or similar positions only within the Human Services Agency.
There are currently fifteen (15) regular vacancies within various departments of the Human Services Agency.
SELECTION INTERVIEW: When a position becomes available, applicants are referred to the employing department for interviews beginning with the highest scoring applicants, moving down the list from the top until the available positions are filled.
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.
CONTACT INFORMATION: For further information about this recruitment, please contact Kim Mariscal by email at kim.
mariscal@ventura.
org or by telephone at (805) 477-5153.