Description

THE ASSESSOR
California tax law directs the Assessor to discover, inventory and assess property for tax purposes and to keep a public record of this information. The primary mission of the Ventura County Assessor is the production of the local assessment roll that reflects the current status of ownerships, owners' addresses, and values of all locally assessed property.

Under direction, Office Assistant IV incumbents perform a variety of clerical duties in support of an operation, office, or program. Support activities may include public service, records maintenance, document production, and/or case management/processing.

Office Assistant IV is the advanced journey/lead level classification in this job series. Incumbents perform support duties requiring interpretation of rules and regulations and assessment of individual circumstances to determine appropriate course of action(s); and may serve as lead worker over office operations or satellite offices involving multiple bargaining units.

EDUCATIONAL INCENTIVE: Some positions may be eligible for educational incentive. This incentive may be 2.5%, 3.5%, or 5% for incumbents in eligible positions based on completion of an Associate's, Bachelor's, or Master's degree that is not required for the classification.

BILINGUAL INCENTIVE: Incumbents may also be eligible for bilingual incentive pay depending upon operational needs and certification of skills.

DEPARTMENT/AGENCY: Assessor

Office Assistant IV is represented by the Service Employees' International Union (SEIU) and is eligible for overtime compensation.

Examples Of Duties

Duties may include but are not limited to the following:

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  Types 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 typed materials for correct grammar, spelling, and punctuation.
• Prepares, validates, processes, and/or checks a variety of documents such as personnel/payroll records, employment applications, requisitions, invoices, etc., for completeness, accuracy, and submission standards.
• Receives members of the public and answers phone calls; determines how incoming calls should be routed; directs people to appropriate offices or to proper information sources; answers routine questions; explains routing procedures, processes, or departmental activities; schedules appointments, trainings, or examinations; obtains routine factual information to create or update files; provides assistance in the completion of forms. May assist with new hire process including onboarding.
• Sorts and/or files materials such as correspondence, contract documents, and various employment 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 electronic and paper files, correspondence, meeting notes, logs, previous reports, and/or verbal instruction.
• Researches reference materials to respond to customer or management inquiries.
• Operates a variety of office equipment, such as personal computers, scanners, exam-scoring equipment, and copiers to enter, update, and extract information and to produce routine reports, correspondence, or forms.
• May train or orient new workers in unit or department; may distribute and assign work; may establish work sequences and procedures for others; may design/draft changes to improve work flow; may assist supervisor in hiring/disciplining/evaluating others and determining work unit priorities by making suggestions and recommendations; may prepare work performance evaluations.
• May coordinate clerical work units engaged in general or specialized clerical functions, such as record/application processing, reception, and file maintenance; may assist in budgeting, inventory/expenditure control, and purchasing review processes for assigned work unit.
• 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.

DEPARTMENT/AGENCY SERVICE
Currently working as a Regular employee for the County of Ventura Assessor's Office. NOTE: A Regular employee is an employee who holds an allocated full-time or part-time position in the County budget excluding (but not limited to) extra help or intermittent employees, provisional appointees, enrollees in training programs, and/or independent contractors.

EDUCATION, TRAINING, AND EXPERIENCE

Progressively responsible clerical experience which has led to the acquisition of the required knowledge, skills and abilities. The required knowledge, skills and abilities can be obtained by any combination of education, training, and experience equivalent to four (4) years of increasingly/progressively responsible clerical experience.

An example of possession of the requisite KSAs could typically be demonstrated by:

Possession of an Associate's degree in a related field and two (2) years of increasingly/progressively responsible clerical experience;

OR

Four (4) years of increasingly/progressively responsible clerical experience.

NECESSARY SPECIAL REQUIREMENTS

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  Some positions may require a valid California driver license.
• Some positions may require bilingual skills.
• Some positions may entail typing and a typing certificate will be required at the time of interview.

KNOWLEDGE, SKILLS AND ABILITIES

Thorough knowledge of: modern office methods and practices; record maintenance systems; letter writing and report compilation; public contact techniques.

Considerable knowledge of: the operations, procedures, and practices used in support of the function to which assigned; techniques to expedite or improve clerical tasks and record processing; correct English usage, spelling, grammar, and punctuation.

Working skills: depending on assignment, incumbents may be required to demonstrate a certain prescribed proficiency in typing, word processing, and/or data entry and/or taking/transcribing dictation.

Ability to: maintain confidentiality; perform and coordinate moderately difficult and responsible clerical work with little or no direct supervision; ability to perform and coordinate clerical work with accuracy and attention to detail; set up and maintain records and filing systems; extract information from a variety of sources; operate a variety of automated office equipment; accurately perform and proof the transfer of information from one document to another; establish and maintain cooperative working relationships; understand, follow and convey written and verbal directions; lead the work of others by training and assisting in completion of work and by coordinating, prioritizing and reviewing work; assist in supervision of others by making recommendations on hiring, disciplining and evaluations.

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources no later than 5:00 p.m. on Thursday, May 25, 2023.

To apply online, please refer to our web site at www.ventura.org/jobs. A paper application can be obtained by calling (805) 654-5129. Our address is: County of Ventura, Human Resources Division, 800 South Victoria Avenue, L-1970, Ventura, CA 93009.

Note to Applicants: Sufficient information must be provided under the Education/Work experience portion of the application and supplemental questionnaire to thoroughly and accurately demonstrate your qualifications to determine eligibility. A resume may be attached to supplement your responses in the above-referenced sections; however, it 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. This questionnaire may be used throughout the examination process to assist in determining each applicant's qualifications and acceptability for the position. Failure to complete and submit the questionnaire may result in the application being removed from consideration.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether or not the stated requirements are met. Those individuals meeting the stated requirements will be invited to continue to the next step in the screening and selection process.

WRITTEN EXAMINATION - 100%: A job-related written exam will be administrated to test the applicants’ knowledge of Charts and Tables, Office Practices and Filing, Reading Comprehension, Mathematics, Proofreading and Leadership Skills. 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 six (6) months.

The eligible list established from this recruitment may be used to fill current and future Regular, Temporary, Fixed-Term, Intermittent, and Extra-Help vacancies. There is currently one (1) Regular vacancy.

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.

For further information about this recruitment, please contact Judy Larson by email at judy.larson@ventura.org or by phone at (805) 654-3611.

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.