Under general supervision, the Management Assistant III performs a wide variety of clerical and routine administrative functions for one to three directors and/or management personnel. This position must possess considerable knowledge of the assigned agency/departmental programs, terminologies, policies, and procedures. Distinguishing Characteristics: Management Assistant III - is the advanced journey level classification in this job series. Incumbents independently perform clerical and administrative support duties in support of administrators assigned to the Management Benefit Group 2 or department/agency heads under direction of the Chief Medical Officer (CMO) and/or Chief Financial Officer (CFO).   Department/Agency: Health Care Agency - Administration   EDUCATIONAL/BILINGUAL INCENTIVE: Possible educational incentive of 2.5%, 3.5%, or 5% based on completion of Associate's, Bachelor's, or Master's degree. Incumbents may also be eligible for bilingual incentive depending upon operational need and certification of skill.    Management Assistant III is represented by the Services Employees International Union (SEIU) and is eligible for overtime compensation.   The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary and Fixed-term), Intermittent, and Extra Help vacancies for this position only. There is currently one (1) Full-Time Regular vacancy.    TENTATIVE SCHEDULE: OPENING DATE: 9/5/2024 CLOSING DATE: 9/19/2024Depth and breadth of assignments increase at each level and may include, but are not limited to the following: * Screens incoming correspondence, arranging items by priority for the CMO's or CFO's reply, referring matters to other staff as appropriate and preparing correspondence regarding matters not requiring the administrator's personal attention. * Acts as the CMO's or CFO's receptionist, screening office and telephone callers, referring inquiries as appropriate and personally assisting those whose business does not require the CMO's or CFO's personal attention. * Makes appointments and arranges travel, conferences and meetings for the CMO or CFO, exercising considerable discretion in commitment of the administrator's time. * Manages physician onboarding tasks including administering EHR training, coordinating travel arrangements, and handling document collection and receipt. * Researches, compiles, and organizes information for use by the CMO or CFO in the completion of reports, recommendations, and special projects, preparing reports and projects for the administrator's approval upon request. * Sets up and maintains a variety of office files and records, making appropriate recommendations for changes in clerical and office procedures as necessary. * Serves as liaison between the CMO or CFO, physicians, and representatives from other departments and agencies, personally communicating messages, requests and instructions as appropriate. * Relieves the CMO or CFO of routine personnel, budget, timekeeping, and purchasing tasks and other operational details as necessary. * Takes and transcribes dictation from shorthand notes or recorded dictation. Performs filing, scanning, and related tasks as required. * May be assigned duties which involve clerical accounting or bookkeeping. * May perform lead functions over other clerical personnel. * Performs other related duties as assigned. EDUCATION/EXPERIENCE: Considerable clerical and administrative office experience which has led to the acquisition of the required knowledge and abilities. The required knowledge and abilities also can be obtained by:   Three (3) years of increasingly responsible administrative support experience.   NECESSARY SPECIAL REQUIREMENTS * Experience drafting and distributing memos to large audiences * Experience providing high-level support to executive leadership * Proficient experience in Microsoft Office products: Word, Excel, PowerPoint, Outlook and Teams DESIRED * Some administrative experience in health care setting * Some supervision experience * Bilingual (English/Spanish) KNOWLEDGE, SKILLS, and ABILITIES: Comprehensive knowledge of: correct English usage, grammar, spelling, vocabulary and punctuation; modern office methods and procedures, including business correspondence, filing, and standard office equipment; and the physician on-boarding process.   Skills in: Microsoft Office products such as Word, Excel, PowerPoint, Outlook and Teams   Comprehensive ability to: understand departmental organization, policies, and procedures and the County governmental structure; compose clear and concise correspondence independently from oral or written instructions; establish and maintain clerical procedures and standards; independently perform a variety of administrative assignments; effectively supervise clerical employees; establish and maintain effective public relations with departmental clientele; and effectively meet the public in situations requiring tact and poise. FINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on Thursday September 19th, 2024.   To apply on-line, 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.   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.   LATERAL TRANSFER OPTION: 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.   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 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 the stated requirements are met. Those individuals meeting the stated requirements will be invited to the written examination.   WRITTEN EXAMINATION - 100%: A job-related written examination will be administered to test candidates' knowledge of English usage, business math, proof reading, and filing & office practices.  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.   BACKGROUND INVESTIGATION:  A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, and driving record may be 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.      For further information about this recruitment, please contact Brett Ramirez by e-mail at Brett.Ramirez@ventura.org or by telephone at (805) 654-2277.