Management Assistant III – Hospital Administration VCMC

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Management Assistant III – Hospital Administration VCMC

Salary

$48,699.70 - $68,152.79 Annually

Location

Ventura, CA

Job Type

Full-Time Regular

Job Number

1333HCA-24AC (BR)

Department

Health Care Agency

Division

HCA Administration

Opening Date

09/05/2024

Closing Date

9/19/2024 5:00 PM Pacific

• Description

• Benefits

• Questions

Description

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: 9/19/2024

Examples Of Duties

Depth 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.

Typical Qualifications

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.

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 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 (http://vcportal.ventura.org/CEO/HR/docs/Lateral_Transfer.pdf) 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.

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 Code: UPP

  01

  Which option below best describes your full-time equivalent progressively responsible administrative support experience while exercising a superior level of attention to detail? Administrative support experience is generally characterized by performing complex and routine tasks consistent with established policies and procedures in support of a manager. NOTE: Full time is considered 40 hours per week; anything less than that must be prorated. In order to receive credit for this experience, you MUST include each employer in the Work Experience section of your application, and all details for each employer must be included

• Less than 1 year

• At least 1 year, but less than 2 years

• At least 2 years, but less than 3 years

• 3 or more years

  02

  Describe your progressively responsible administrative support work experience, including performing complex and routine tasks consistent with established policies and procedures in support of a manager, composing correspondence, addressing sensitive or complex issues using interpersonal and communication skills, and exercising a superior level of attention to detail. Provide details and examples to demonstrate the scope of your experience in this area. If you do not have this type of experience, please type "no experience."

  03

  Describe your experience providing office and administrative support to a Department/Agency Head, Assistant Director, Chief Deputy, or Executive Staff. In your response, please address the following: A.) Name of employer and dates of employment where the experience was obtained B.) Role, responsibilities and amount of experience C.) An example of your ability to be organized and detailed in your daily workload and how you prioritize multiple deadlines/priorities If you do not have this type of experience, please type " no experience."

  04

  Please select your level of proficiency using Word. If you do not have this type of experience, please select "No Experience".

• No Experience

• Beginner (create letters, memorandums, and informal reports)

• Intermediate (create templates, tables, mail merges; insert graphs/graphics)

• Advanced (create table of contents, footnotes; enter track changes/comments)

  05

  Please select your level of proficiency using Excel. If you do not have this type of experience, please select "No Experience".

• No Experience

• Beginner (enter data, modify a workbook, format a worksheet)

• Intermediate (use sorting options, create charts, filter data)

• Advanced (use VLOOKUP, work with pivot tables)

  06

  Please select your level of proficiency using PowerPoint. If you do not have this type of experience, please select "No Experience".

• No Experience

• Beginner: Adding text to slides, using templates, adjusting slide layouts

• Intermediate: Change slide, transition effects, add header and footer to slides, put a video into a PowerPoint slide

• Advanced: Adding animations/transitions and creating charts/graphs

  07

  Please select your level of proficiency using Outlook. If you do not have this type of experience, please select "No Experience".

• No Experience

• Beginner: Create new emails, create appointments, attach files to emails

• Intermediate: Task management, scheduling and calendar, and creating filters

• Advanced: Creating email templates, mail merge, and creating advanced rules for organization

  08

  Please select your level of proficiency using Microsoft Teams. If you do not have this type of experience, please select "No Experience".

• No Experience

• Beginner: Creating a new chat thread, sending attachments in chat threads, and making calls

• Intermediate: Creating and hosting and hosting virtual meetings

• Advanced: Sharing screen during meetings, creating break away chat rooms in a meeting, creating groups for projects/tasks

  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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