Executive Assistant

About the role

The City of Ventura is seeking a customer service-oriented and detail-focused Executive Assistant to join our Human Resources Department. This position serves as a key point of contact for employees, applicants, retirees, and members of the public, providing front office support, responding to inquiries, coordinating communications, and assisting with a variety of administrative functions. We are looking for a professional, approachable, and highly organized individual who thrives in a fast-paced environment and is committed to providing exceptional customer service. Key responsibilities include: Provides front office and customer service support for the department, including answering phones, greeting visitors, responding to inquiries, and directing questions to appropriate staff or resources. May exercise lead responsibility over clerical staff and daily office operations as assigned. Prepares, reviews, and processes a variety of correspondence, forms, and documents. Independently responds to routine inquiries and communications. May take meeting notes, transcribe recordings, and proofread materials for accuracy and clarity. Maintains and organizes electronic and physical records, files, and databases. Compiles and retrieves data for reports, special projects, and operational needs. Assists with records management activities, including tracking, storage, and retrieval of documents. Supports administrative and fiscal functions such as processing time sheets, purchase orders, requisitions, and invoices, and monitoring budget or account activity as assigned. Assists with contract and vendor coordination by gathering information, tracking documentation, monitoring deadlines, and ensuring required approvals and supporting materials are complete. Provides administrative support for scheduling, including maintaining calendars, coordinating meetings, and assisting with travel or logistical arrangements. Screens and routes calls, visitors, and correspondence; interprets and applies departmental procedures and guidelines to respond to routine inquiries from employees, applicants, and the public. Supports special projects and department initiatives as assigned. Minimum Qualifications - Required A combination of education, training, and experience equivalent to the completion of high school, keyboarding abilities sufficient to perform the job, and four years of increasingly responsible advanced clerical or secretarial/administrative support experience are required. Licenses: Depending on assignment, possession of a valid California Class C driver license may be required. About the Department The Human Resources Department serves as an internal service department dedicated to supporting the City's workforce and helping departments achieve their operational goals. The department provides comprehensive Human Resources services to over 700 employees across 11 City departments, ensuring that programs, policies, and practices support the effective delivery of public services. The department is organized into five primary functional areas: Recruitment and Selection, Employee and Labor Relations, Benefits Administration, Risk Management, and Training and Development. Human Resources administers a wide range of programs and services, including talent acquisition, classification and compensation, employee and labor relations, benefits administration, workers' compensation, safety and wellness initiatives, organizational development, and liability and loss-control programs. Working collaboratively with City leadership, departments, employees, and labor representatives, Human Resources plays a critical role in attracting, developing, and retaining a highly qualified workforce. The department is committed to fostering a workplace culture that values professionalism, accountability, inclusion, and continuous improvement while supporting the City's mission of delivering exceptional services to the Ventura community. How to Apply & Selection Process Submit your online City job application and supplemental questionnaire by the filing deadline. Resumes may be attached but will not replace a completed application or supplemental questionnaire. All communication regarding your application will be via email, so please check your inbox regularly and ensure your contact information is current. Application Deadl

Benefits

Additional Information

Applications are accepted exclusively through the City of Ventura Career Site: www.cityofventura.ca.gov/jobs . Submissions through other websites or methods will not be accepted. Pay & Benefits Whether you're starting your career journey or seeking new opportunities, we welcome all and offer: Competitive pay and benefits Strong support for professional development Vacation & Holiday Compensation Deferred Compensation CalPERS Retirement Tuition Reimbursement & Bilingual Pay Eligibility as a Public Service Loan Forgiveness (PSLF) employer Pay (Hourly DOQ): Executive Assistant - $34.0812 - $41.4176

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