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Health Care Agency Human Resources Office Assistant ID-7387 Z

About the position

The Office Assistant III - Confidential position under general supervision performs a variety of clerical duties in support of the County Executive Office, Health Care Agency Human Resources, Personnel Services. This role is essential in maintaining the smooth operation of the office, providing support activities that may include public contact, customer service, records maintenance, document production, and processing data. The ideal candidate will have over three years of experience in a fast-paced office environment, particularly in handling sensitive and confidential information.

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This position requires a strong ability to manage public interactions, especially in the reception area, while also completing detailed clerical and technical assignments. As an advanced journey level classification, the Office Assistant III - Confidential is distinguished from other Office Assistant roles by the occasional exposure to confidential employee relations information. The role includes various responsibilities such as greeting visitors, answering phone calls, checking voice messages, and responding to emails from the Human Resources general inbox. Additionally, the assistant will run background checks for new hires and volunteers, review completed reports, and file documents in the File Net system. The position also involves overseeing and processing monthly Service Awards, completing new hire paperwork, and answering employee benefit questions during open enrollment. This position is classified as Management/Confidential and is eligible for overtime compensation. The Office Assistant III - Confidential may also receive educational and bilingual incentives based on qualifications and operational needs. The role is critical in ensuring that the Human Resources department operates efficiently and effectively, providing necessary support to both employees and management.

Responsibilities

  • Greets visitors and answers phone calls.
  • Checks voice messages and responds to emails from the HR general inbox.
  • Runs background checks for new hires and volunteers as part of the onboarding process.
  • Reviews completed reports and brings areas of concern to the attention of their manager or supervisor.
  • Files documents in the File Net system.
  • Opens and distributes mail, picks up weekly mail from CEO-HR office.
  • Prints badges for new hires and existing employees and provides replacement badges for off-site employees.
  • Oversees and processes monthly Service Awards.
  • Completes new hire paperwork, including making copies and collecting missing forms.
  • Inputs and updates data in the Ventura County Human Resources Payroll System (VCHRP).
  • Schedules appointments for new hires.
  • Completes leave of absence State Disability forms and submits to payroll.
  • Answers employees' benefit questions during open enrollment or directs them to the appropriate party.
  • Collects and organizes research data from various sources.
  • Performs other related duties as assigned.

Requirements

  • More than three years of experience providing customer service in a fast-paced office environment.
  • Experience handling sensitive and confidential information.
  • Ability to manage public contact in a reception area.
  • Strong clerical and technical skills.

Nice-to-haves

  • Bilingual skills depending on operational need and certification of skill.
  • Completion of an Associate's, Bachelor's, or Master's degree for educational incentive.

Benefits

  • Educational incentive based on degree completion (2.5%, 3.5%, or 5%).
  • Bilingual incentive based on operational need and certification.
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