Clerical Supervisor II/III

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Clerical Supervisor II/III

Salary

$51,022.40 - $78,728.00 Annually

Location

Ventura, CA

Job Type

Full-Time Regular

Job Number

01270GSA-24AA (CN)

Department

General Services Agency

Opening Date

09/04/2024

Closing Date

9/18/2024 5:00 PM Pacific

• Description

• Benefits

• Questions

Description

THE AGENCY

The General Services Agency (GSA) is comprised of Fleet Services, Facilities, Procurement, Special Services, Parks, Security, and Business Support and is responsible for a broad spectrum of services to all the County departments and agencies. It requires a very diverse workforce to accomplish the GSA mission of contributing to the quality of life in Ventura County by partnering with their customers to provide expertise and cost-effective service delivery, and foster the preservation of natural resources.

THE POSITION

The ideal candidate will supervise Graphic Technicians that perform scanning services responsible for converting paper-based documents into digital formats and data. The Clerical Supervisor II/III will monitor and meet production targets and maintain quality control and data security standards. This person will operate and adjust scanning equipment and imaging software and assign staff tasks and jobs within a high-volume environment. Familiarity and skill with electronic document management systems and software is desirable. The position maybe assigned swing shift hours outside of normal 8:00am – 5:00pm operating hours.

PAYROLL TITLES AND APPROXIMATE SALARIES:

Clerical Supervisor II: $24.53 - $34.35 per hour

Clerical Supervisor III: $27.02 - $37.85 per hour

WHAT WE OFFER

The County of Ventura offers an attractive compensation and benefits package that includes:

• A general salary increase of 3.5% effective December 22, 2024.

• Merit Increases – New employees are eligible for an initial 5% merit increase within the pay range upon completion of at least 1,040 hours (approximately 6 months) assuming work meets satisfactory standards. Subsequent merit increases within the pay range will be upon completion of each additional 2,080 hours (approximately one year) from the initial merit increase.

• Educational Incentive - An educational incentive of 2.5% for completion of an associate's degree, 3.5% for completion of a bachelor's degree, OR 5% for completion of a graduate degree.

• Vacation Accrual – New regular, full-time employees shall accrue approximately 14 days of vacation a year for the first 10,400 hours or 5 years of service; vacation accruals increase at 5, 11, 12, 13, 14, 15 and 20 years of service topping out at 26 days a year and 400 hours of vacation hours banked.

• Annual Leave Redemption – After 14,560 hours of continuous County service an employee may elect to "cash in" or redeem up to 80 hours of vacation accrued in the same year after using 80 hours of vacation in the preceding 12 months.

• Sick Leave - Full time regular employees accrue 3.08 hours of sick leave per bi-weekly pay period with an advance at hire of 40.04 hours which will be balanced at the completion of 13 bi-weekly pay periods.

• Deferred Compensation - Eligible to participate in the County's 401(k) Shared Savings Plan and/or the Section 457 Plan. This position is eligible for up to a 3.00% match on your 401(k) contributions.

• Health Plans –Full time employees are given a flexible credit allowance to offset the purchase of medical, dental, and/or vision insurance for you and your dependents.

• Employee only - $502 per biweekly pay period

• Employee plus one dependent - $730 per biweekly pay period

• Employee plus family - $905 per biweekly pay period

• Flexible Spending Accounts - Pre-tax benefit towards eligible medical, dental and vision care and/or dependent care expenses.

• Pension Plan - Participation in the County's defined benefit pension plan, which has reciprocity with CalPERS.

• Holidays - 12 paid days per year which, includes a scheduled floating holiday.

• Additional Benefits - Tuition Reimbursement, Disability Plans, Employee Assistance Program, Life Insurance, Wellness Program.

• Note: there may be possible swing shift differentials. The night shift differential for regular employees who are required to work half of a shift plus one (1) hour between the hours of 3:00 p.m. and 7:00 a.m. shall be calculated at the rate of five percent (5%) of the base pay of said employee.

Clerical Supervisor II/III is represented by the Service Employees International Union (SEIU) and is eligible for overtime compensation.

To learn more about the benefits, please follow the link below:

https://vcportal.ventura.org/CEO/HR/MOA/docs/SEIU_MOA_2022-2025.pdf

Examples Of Duties

Depth and breadth of assignments increase at each level and may include, but are not limited to the following:

• Plans, organizes, and supervises the work of clerical staff and other subordinate personnel; reviews work of staff to ensure adequacy and accuracy of documents and files processed through the department.

• Operates scanning equipment and computerized systems, as needed.

• Ensures that quality control procedures for scanned documents are maintained.

• Adds/maintains scanning profiles specific to type of documents being scanned.

• Develops and implements internal program procedures and work methods; instructs staff on changes in procedure or policy that affect operation; conducts training and orientation of new staff and ongoing training for all staff.

• Handles the more difficult and complex procedural problems; researches policies to ensure compliance and prepares and processes documents as needed; responds to questions and special problems of various departmental representatives; may handle communication with outside agencies.

• Maintains pertinent records and performs related work as required.

• May act as back-up in assisting clerical staff.

• Maintains current knowledge of office computer systems and word processing software.

• Initiates, monitors, evaluates, and revises all office-related blanket purchase orders for office supplies and equipment.

• May prepare employee performance appraisals and/or evaluations; may receive and resolve routine personnel matters and make recommendations to superiors on difficult and complex personnel matters.

• May be assigned additional clerical, technical, administrative, and/or supervisory duties and responsibilities.

• May assist with staffing needs and other program decisions.

• Performs other related duties as required.

Typical Qualifications

These are entrance requirements to the examination process and assure neither continuance in the process nor placement on an eligible list.

EDUCATION, TRAINING, AND EXPERIENCE:

Considerable (II) or progressively responsible (III) clerical experience which has led to the acquisition of the required knowledge and abilities. The required knowledge and abilities also can be obtained by:

Any combination of education, training or experience which is equivalent to:

Clerical Supervisor II - five (5) years of clerical experience. One (1) of the five (5) years must have included direct supervisory experience.

Clerical Supervisor III - six (6) years of clerical experience. Two (2) of the six (6) years must have included direct supervisory experience.

NECESSARY SPECIAL REQUIREMENTS:

• Previous experience operating scanning equipment.

• Prior experience configuring systems software that interacts with equipment (customizing property functions).

• Experience reporting shift productivity and Key Performance Indicators (KPIs).

• Minimum of one year of previous supervisory experience, overseeing two people or more.

• Prior experience with computerized task tracking system.

• Excellent written communication skills must be demonstrated in the completion of the employment application and supplemental questionnaire.

Other requirements: Depending on the assignment, a valid California Driver license may be required.

COUNTY EMPLOYEES AS DISASTER SERVICE WORKERS

When a disaster strikes of natural or manmade origin, Ventura County employees may be called upon to provide service to the community by assisting in emergency response efforts. This may require employees to work in other locations, different hours, and out of class. At the time of hire, all County employees will be required to sign an Oath or Affirmation of Allegiance for Disaster Service Workers and Public Employees (Sections 3102 and 3103, Government Code of California)

KNOWLEDGE, SKILLS, and ABILITIES

Thorough to comprehensive knowledge (depending on level in series) of:

• Clerical/ secretarial practices and procedures related to position assignment, including standard abbreviations and terminology.

• General office practices and procedures.

• Record retention practices.

• Clerical work methods and techniques.

• Clerical/secretarial systems as applicable to position assignment.

• Principles and practices of effective supervision related to selection, training, direction, control, and evaluation of direct reports.

• Supervisory practices and techniques.

• Automated systems applicable to work assignment.

Skilled in:

• Skill in setting up and calibrating scanning equipment to ensure accurate and high-quality outputs.

• Basic math calculations for general clerical duties.

Thorough to comprehensive ability to:

• Plan, organize and direct the work of staff to meet varying workload demands and specific time requirements.

• Perform and supervise others involved in clerical/secretarial file processing, records maintenance, and other specialized clerical work.

• Apply rules, policies, and procedures.

• Evaluate unusual situations and resolve them through the application of standard policies and procedures.

• Develop and implement work methods & procedures.

• Prepare documents and narrative statistical/program status reports.

• Establish and maintain cooperative working relationships.

• Communicate effectively both verbally and in writing.

• Understand and follow written and verbal directions.

Recruitment Process

FINAL FILING DATE: Applications must be received by County of Ventura Human Resources in Ventura, California, no later than 5:00 p.m. on September 18, 2024.

To apply online, 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.

Information for Transfer Candidates: NOTE: 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 (http://vcportal.ventura.org/CEO/HR/docs/Lateral_Transfer.pdf) (Download PDF reader) for additional information.

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.

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 qualifications for the position. Failure to complete and submit the questionnaire may result in removal of the application from further consideration.

APPLICATION EVALUATION - qualifying: All applications will be reviewed to determine whether the stated requirements are met. Applicants meeting the stated requirements will be invited to continue to the next step in the examination process.

WRITTEN EXAMINATION (100%): An job-related written exam will be conducted to evaluate participating candidates' knowledge of office operations and practices, math, English usage, reading comprehension, proofreading, and basic supervision for successful performance on the job. 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. The eligible list established from this recruitment may be used to fill current and future Regular (including Temporary, Fixed-Term), Intermittent, and Extra Help vacancies.

NOTE: If appointed at the lower level, incumbent may be promoted to the higher level without further examination upon meeting the minimum requirements, demonstrating satisfactory performance, and in accordance with the business needs of the department. Formal assignment to the higher level is at the discretion and approval of management.

BACKGROUND INVESTIGATION: A thorough pre-employment, post offer background investigation which may include inquiry into past employment, education, criminal background information and driving record is 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.

It is an objective of the County of Ventura to achieve a drug-free work place. Any applicant for county employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.

CONTACT INFORMATION

For further information about this recruitment, please contact Chinna Nahabedian by email at Chinna.Nahabedian@ventura.org or by telephone at (805) 654-5408.

YOUR BENEFITS AS A COUNTY OF VENTURA EMPLOYEE

Service Employees International Union (LOCAL 721)

(SEIU)

To learn more about Benefits, Retirement, and the Memorandum of Agreement (MOA), see links below.

• Benefits website (https://hr.ventura.org/benefits) or you may call (805) 654-2570.

• Retirement FAQ's (https://vcportal.ventura.org/CEO/benefits/docs/RETIREMENT%20-%20FAQs.pdf)

• Memorandum of Agreement

Union Codes: UPA, UPC, UPE, UPH, UPI, UPJ, UPT, UWS

01

Describe your experience operating scanning equipment.

Include the employer(s) listed in the Work Experience section of your application where you obtained the experience. If you do not have this type of work experience, type "no experience."

02

Describe your experience configuring software systems to interact with equipment.

Include the employer(s) listed in the Work Experience section of your application where you obtained the experience. If you do not have this type of work experience, type "no experience."

03

Describe your experience reporting shift productivity and Key Performance Indicators (KPIs).

Include the employer(s) listed in the Work Experience section of your application where you obtained the experience. If you do not have this type of work experience, type "No experience."

04

Describe your supervisory experience including planning, organizing, and directing subordinates to meet workload demands and deadlines.

1) Include the employer(s) listed in the Work Experience section of your application where you obtained the experience.

2) Include your experience completing performance reviews and conducting disciplinary actions.

3) Up to how many people did you supervise?

If you do not have this type of work experience, type "No experience."

05

Describe your experience using a computerized/digital task tracking system.

Include the employer(s) listed in the Work Experience section of your application where you obtained the experience. If you do not have this type of work experience, type "No experience."

06

Do you have a valid California Driver License or will you be able to obtain one by time of hire?

• Yes

• No

  Required Question

Agency

Ventura County

Address

800 S. Victoria Avenue LOC. #1970 Ventura, California, 93009

Phone

(805) 654-5129

Website

http://hr.ventura.org

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