Administrative Assistant

Under direct supervision and direction, this position provides administrative support to ensure efficient operation to the assigned unit. May be required to perform other related duties as assigned.

This position provides administrative support to the unit's manager and supervisor(s) in the daily office operations as follows:

• Performs other clerical / administrative work as required, which may include but is not limited to copying documents, filing / retrieving files.
• Reviews and processes mail, faxes information, answers the telephone, maintains calendars and schedules, maintains inventory of supplies and materials, etc.
• Prepares and reviews forms and reports for completeness and conformance with the unit's processes and procedures.
• Provides general liaison duties as required by the assigned unit,within the scope of this position. Provides back-up administrative support to other units or functions of the Ventura Superior Court as needed.
• Establishes and maintains effective working relationships and works collaboratively with court management, court staff, members of the public and judicial officers.

Education: Completion of a high school education and possession of keyboarding skills necessary for successful job performance.

Experience:
Level I: Three (3) years of progressively responsible clerical and administrative experience performing administrative duties using standard office computer programs and office equipment. Experience working in a California court is highly desired.

Incumbent must have good judgment, be a self-starter, able to work well with others, as well as work independently with little or no supervision, and possess good interpersonal and oral communication skills.

As a condition of employment, please note that working in any of our facilities will subject employees to security screening by security personnel using a combination of walk-through and handheld screening devices.

Level II:One (1) year experience working at Ventura Superior Court as an Administrative Assistant I.

Level III:One(1) year experience working at Ventura Superior Court as an Administrative Assistant II.

Knowledge of:

• Proper English usage, spelling, grammar andpunctuations;
• Computerized office methods and standard office equipment usage;
• Windows programs, including word processing and spreadsheet applications at a proficient level;
• Office administration practices and procedures;
• Principles and practices of effective business communication.

Skills and Abilities (with or without accommodations):

• Plan, organize and complete work to meet deadlines;
• Receive highly sensitive information and materials and maintain confidentiality;
• Deal tactfully with managers, judges, attorneys, other court personnel and the public;
• Prepare a variety of documents and spreadsheets using Word and Excel applications;
• Understand and carry out oral and written instructions;
• Establish and maintain effective working relationships;
• Independently compose correspondence and business letters;
• Analyze situations carefully and adopt effective courses of action;
• Represent the Court at all times with the highest level of professionalism.
• Ability to use a personal computer and its peripherals including keyboard, monitor and mouse for extended periods of time.
• Ability to sit for extended periods of time.
• Ability to work in an environment that includes frequent interruptions and simultaneous attention to multiple tasks.
• Ability to grasp and/or manipulate files, binders, pieces of paper or small objects. Ability to prepare or inspect court records, documents or office equipment.
• Frequent use of hands, fingers and wrists
• Ability to reach at or above shoulder level.
• Ability to communicate effectively, by phone or in person, to understand and/or convey detailed important information or instruction.
• Ability to work alone or closely with others.
• Minimal bending, stooping, squatting, twisting, reaching, or working on irregular surfaces.
• May require movement throughout the courthouse delivering and/or retrieving forms, files, materials and information to and from other departments, including lifting file boxes, files or binders up to 10 lbs.
• Ability to traverse over uneven ground and pavement in all types of weather.

Abilities to (with or without reasonable accommodation):

• Plan, organize and complete work to meet deadlines;
• Deal tactfully with managers, judges, attorneys, other court personnel and the public;
• Prepare a variety of documents and spreadsheet using Windows applications;
• Understand and carry out oral and written directions;
• Establish and maintain effective working relationships;
• Compose correspondence and business letters independently;
• Analyze situations carefully and adopt effective courses of action;

Physical Requirements (with or without reasonable accommodation):

• Ability to use a personal computer and its peripherals including keyboard, mouse and monitor for extended periods of time.
• Frequent use of hands, fingers and wrists.
• Ability to sit for extended periods of time.
• Ability to work in an environment that includes frequent interruptions and simultaneous attention to multiple tasks.
• Ability to grasp and/or manipulate files, binders, pieces of paper or small objects.
• Ability to prepare or inspect court records, documents or office equipment.
• Ability tofrequentlyreach at or above shoulder level.
• Ability to communicate effectively, by phone or in person to understand and/or convey detailed important information or instruction.
• Ability to work alone or closely with others.
• Ability to frequently bend, stoop, squat, twist, pull, push.
• Ability to work on irregular surfaces.
• Ability to movethroughout the courthouse delivering and/or retrieving forms, files, materials and information to and from other departments, including lifting file boxes, files or binders up to 10 lbs, or pushing a cart containing files.
• Ability to travel or be transported to other court locations.
• Ability to traverseindoors and outdoors, over uneven ground and pavement in all types of weather.

Work Environment (with or without reasonable accommodation):

• Shared office environment with varying degrees of hot and cold air.
• Exposure to dust, printer or fax machine toner.
• Constant interruptions, with high volume of telephone and personal interaction.

TO APPLY: Please visit our website atwww.ventura.courts.ca.gov. For consideration, please apply online. Please contact Court Human Resources at (805) 289-8618 if you are unable to access the application online or discuss required accommodation.

APPLICATION EVALUATION:All applications will be reviewed to determine whether or not the stated requirements are met. A comparative screening will be conducted to determine which of the applicants will be selected for invitation to go through the recruitment process. Applications will be evaluated and ranked according to criteria that most closely meet the needs of the department, so it is essential that applicants provide as much detail as possible and answer all parts of the application. Those individuals meeting the stated requirements will be invited to continue through the screening and selection process.

WRITTEN EXAM:A job-related written examination will be administered to qualifying candidates testing knowledge of various clerical related techniques and practices. Candidates must earn a passing score of 70% or higher to qualify for continuation in the recruitment process. Tentative exam dates: TBD

ORAL EXAMINATION/SELECTION INTERVIEW:The oral exam and selection interview may be consolidated into one process or expanded into multiple interviews contingent upon the size and quantity of the candidate pool. The most qualified candidates may be invited to this/these phases of the recruitment, with the selection interview conducted by the hiring manager. Tentative interview week:TBD

FOR REASONABLE ACCOMMODATION DURING THE APPLICATION PROCESS:CONTACT HUMAN RESOURCES AT (805) 289-8618.

PERSONAL QUALIFICATIONS:All applicants must possess the personal qualifications generally recognized as essential to being an outstanding public employee, including integrity, initiative, dependability, courtesy, and good judgment and ability to work with others as a team and follow instructions.

BACKGROUND INVESTIGATION:Applicants may be subjected to a thorough background investigation, which may include personal and professional character references, inquiry into past employment, education, credit, criminal background and depending on the position, may include driving records. Please note that the pre-employment background process will include any interaction you may have from the application process through the time that you are provided a final offer of employment. Offer of employment may be rescinded at any time during the pre-employment background check process if the process determines that the applicant is not a good fit for the position.