Administrative Assistant

City of Ventura - Ventura, CA 93001
$54,062 - $65,700 a year
$54,062 - $65,700 a year

Under general supervision, performs a variety of highly responsible, confidential, and complex secretarial and administrative duties, and is responsible for coordinating overall departmental office support functions.

This position is designated as "at will," serving at the pleasure of the assigned Department Head, and subject to discharge without cause and without the right of appeal. This position is also designated as "confidential" in the City's Employer-Employee Relations Resolution.

The eligibility list established from this recruitment will be used to fill the current vacancy in the Public Works Department as well as other future related regular or temporary vacancies in other city departments. The eligibility list may be used in conjunction with related existing eligibility lists.


Duties may include, but are not limited to, the following:

Coordinates the overall office support functions and activities of the department in which assigned. May exercise lead supervision over lower-level clerical staff.

Prepares a variety of general and technical correspondence and memorandum. Independently responds to letters and general correspondence not requiring director's specific attention. May take meeting notes and transcribe dictation from notes or recordings. Proofs and edits work to ensure accuracy.

Initiates and maintains a variety of files and records. Maintains complex filing systems and ensures accurate filing procedures. Researches, compiles, and analyzes data for special projects and various reports. Maintains databases of information. Retrieves data from computer and may generate hard copy reports. May assist with record management program, taking and preparing inventory of records, entering and retrieving records from on-site or off-site facilities.

May relieve supervisor of routine payroll, personnel, purchasing and budget duties, as assigned. Prepares purchase orders and requisitions, enters time sheet data and oversees departmental budget status.

Coordinates with outside vendors to gather information. Determines cost estimates for length of contract. Tracks and coordinates invoices for payment.

Assists with the preparation of a variety of contracts, agreements, reports and other documents. Tracks and reviews documents for completion. Ensures that documents contain all required information, attachments and approvals. Follows up with staff regarding late or missing information. Ensures deadlines are met.

Screens calls, visitors, and mail. Receives, sorts, timestamps and distributes mail; delivers outgoing mail and brown mail to the mail room. Interprets City and departmental policies, rules, and regulations in response to inquiries from the public and other City staff; refers inquiries as appropriate.

Maintains appointment schedules and calendars, makes travel arrangements, and arranges meetings and conferences.

Coordinates special projects and activities as assigned.

Performs other related work as required.


Licenses: Depending on assignment, possession of a valid California Class C driver's license may be required.


Environment: works in indoor office conditions; and drives a vehicle to different locations. Physical Abilities: hearing and speaking to exchange information in person or on the telephone; uses hands and fingers in extensive use of personal computer; close vision and the ability to adjust focus sufficient to read computer screens and printed documents; hear in the normal audible range, with or without correction; mental capability to read and interpret data, perform highly detailed work on multiple concurrent tasks; and sits or stands for prolonged periods of time. Hazards: exposed to computer screens.


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 (with at least one year at the secretarial/administrative support level).


Employment Information: Right to Work: Before employment, candidates must submit documentation verifying legal right to work in the United States. Background Check: A pre-employment verification of background, references, and medical examination will be conducted. A drug screening may be required for some positions. Probationary Period: This is an 'at will' position, subject to discharge without notice or right of appeal.

Deferred Compensation: The

City contributes $168 per year to a 457 Plan and will match $1000 per year contributed by the employee, for a total benefit of $1168 per year.

Medical & Dental Insurance: Up to $677 monthly toward a selection of plans. Medical insurance is effective the first of the month after date of hire. Dental insurance is effective the first of the second month after date of hire.

Optional Benefits: $483 monthly, which may be applied toward medical insurance premiums. Cash-out option is not available.

Vision Insurance: Provided for employees and their dependents. Vision insurance is effective the first of the month after date of hire.

Life Insurance: Term life insurance equal to the employee's annual salary, and dependent life insurance of $2,000 per dependent, is provided.

Disability Insurance: Short and Long-Term disability coverage is provided.

Retirement: Tier I - 2% @ 55/Single Highest Year of Compensation for Classic CalPERS members who worked for the City prior to December 31, 2012 and are returning to City employment. Employees make a 7% member contribution, and may be subject to compensation limits per Section 401(a)(17) of the IRC. Tier II - 2% @ 60/3-Year Final Compensation Period for Classic CalPERS members with less than a six-month break in service from another CalPERS or CalPERS'-reciprocal agency. Employees make a 7% member contribution, and may be subject to compensation limits per Section 401(a)(17) of the IRC. Tier III - 2% at 62/3-Year Final Compensation Period for New CalPERS members. Employees make a 6.25% member contribution, and are subject to compensation limits per Government Code Section 7522.10. Additional details regarding the City’s retirement plan will be provided to candidates during the job offer process.

Social Security: CalPERS members do not participate in Social Security retirement so there is no payroll deduction. Receiving a CalPERS benefit may affect your Social Security upon retirement. For further information contact a Social Security office or

Medicare: Employees participate only in the Medicare portion of Social Security. There is a 1.45% payroll deduction for this benefit.

Vacation: 2.5 weeks per year, increasing to 4 weeks after 15 years service. Employees may use vacation after successful completion of six months of employment.

Personal Leave: 27 hours per calendar year.

Holidays: 12 paid holidays per year.

Sick Leave: 96 hour bank upon employment and additional accruals of 2.0 hours semi-monthly after 6 months of employment.

Tuition Reimbursement: $2,500 per year for tuition and books for courses taken at accredited institution after completion of probation.

Direct Deposit: Paychecks are automatically deposited to employee accounts.

Flexible Workweek: A 9/80 workweek is available for some positions.

Wellness Program: A comprehensive wellness program is available, including on-site gym, exercise classes, downtown/beach-walking routes, weight loss, and tips on nutrition and healthy lifestyle.

Selection Plan

Submit a City application and supplemental questionnaire by the filing deadline. The preferred method of application is online and you are highly encouraged to apply at If you are unable to apply electronically, you may request paper application materials by calling (805) 654-7853 during regular business hours. Paper applications can be FAXed to (805) 648-4467, or mailed, or hand delivered to City Hall at: 501 Poli Street, Room 210; Ventura, CA 93002. If you FAX, it is highly recommended that you also send the original documents. The Eligibility List established may be used to fill other regular and temporary vacancies at the discretion of the City.

Once your application has been submitted, all future correspondence from the City will be via e-mail. Please keep your contact information up-to-date and ensure that your email spam filter allows you to receive messages from [email protected] You may also view notices send to you by the City in the "My Applications" tab at

Department Selection Interview
A select number of candidates will be invited to a department selection interview being held in March 2019, date to be determined.

Attention - In the recruitment process, legitimate companies never withdraw fees from candidates. If there are companies that attract interview fees, tests, ticket reservations, etc. it is better to avoid it because there are indications of fraud. If you see something suspicious please contact us: [email protected]