Job Abstract

Definition:
Under general supervision, this position performs a variety of tasks and assignments, both routine and non-routine, across a number of Human Resource related functions within the department. This position is responsible for highly confidential and sensitive information including handling personal information of the Ventura Superior Court employees. A high level of trust and professionalism is expected with the ability to maintain confidentiality.

Human Resources Assistant is distinguished from other administrative and office support classes in that incumbent in the former class performs administrative support duties in connection with human resources activities and require a basic knowledge of human resources policies and practices.

Provides staff support to the department, as well as court management; performs a wide variety of human resources related and administrative assignments as assigned, to include written reports and compilation of data from computerized human resources systems or other sources. Duties may include, but not limited to the following:

• Performs a variety of administrative and technical duties in the administration of the centralized human resources system and office services including filing, duplicating, collecting and distributing materials, processing forms and other documents.
• Performs a variety of administrative and technical duties in the administration of the centralized human resources system and office services including filing, duplicating, collecting and distributing materials, processing forms and other documents.
• Assists in administering day to day human resources operations such as benefits administration, employee and labor relations, human resources information systems, recruitment and selection, training and development, leave of absence management, workers' compensation administration, employment verifications, performance management, with all levels of court staff, including judicial officers.
• Provides information and assistance to court staff, judicial officers, the general public regarding inquiries about human resources functions, both by phone or in writing.
• Responds to inquiries and provides information concerning related matters in accordance with standards, requirements, policies and procedures, both by phone and in writing.
• Uses personal computer and various office applications to input, retrieve and manipulate data, prepare reports, presentations, memos and other work-related documents.
• Assists in gathering, tabulating, and analyzing data; drafts reports and survey documents; answers correspondence.
• Prepares, maintains and updates system information, databases, tracking systems, logs, correspondence, and/or other related documents.
• Oversees the maintenance of files, records, data and human resources do
• Maintains confidentiality and discretion of information related to employee files, procedures, forms, records and any other personnel matters, or other applicable matters, in the workplace.
• Researches, analyzes, troubleshoots, and provides information and support related to functional area or program assignment.
• Develops and maintains effective working relationships with court staff, judicial officers, members of the public, partner agencies and those contacted in the performance of assigned duties.
• Follows oral or written direction.
• Provides training to others as required.
• Exercises sound judgment within the scope of the position and court rules, standards, policies and guidelines.
• Communicates effectively communicate English, both orally and in writing.
• Perform other related duties as assigned.

Any combination of equivalent education and experience has led to the acquisition of the knowledge required by the position. A typical way of acquiring the knowledge would be:

Education and Experience: Four (4) years of experience performing administrative support in the human resources field/functions or comparable experience with college level education. One year of work experience may be substituted with one year of college education, if associated with completion of a degree in related or applicable field, with at least two (2) years of work experience in human resources field.

Ventura Superior Court relies on office automation (Microsoft Office) and many other web-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going work.

Knowledge of

• Terminology, methods, techniques, principles, procedures and practices of human resources administration, including recruitment and examination, job analysis, position classification, benefit administration, risk management and safety training programs.
• Applicable federal, state, and local laws and regulations pertaining to equal employment opportunity and affirmative action programs.
• Understanding, interpreting and applying rules, regulations, policies, laws and ordinances.
• Modern office practices and procedures, filing systems, and records management

• Work independently with minimum supervision and direction.
• Develop and maintain effective interpersonal relationships.
• Excellent verbal and written communication skills.
• Ability to speak/read/write proficient English.
• Demonstrate and maintain a high degree of integrity, and good judgment.
• Manage a variety of duties which may be interrupted or changed by immediate circumstances.
• Analyze human resources data information, evaluate alternatives, and make independent judgments within established guidelines and scope of the position.
• Maintain confidentiality concerning employee or job related matters.
• Maintain accurate records and files.
• Prepare complete and accurate reports and documents.
• Establish and maintain effective interpersonal relationships at all organizational levels as well as the public.
• Maintain regular and reliable attendance, in accordance with the requirements of the position, and in accordance with rules, guidelines, standards, policies, laws and regulations.

• Frequent use of a personal computer and its peripherals including keyboard, mouse and monitor for extended periods of time.
• May be required to sit for extended period.
• May be required to work in an environment that includes frequent interruptions and simultaneous attention to multiple tasks.
• Frequent hand, fingers and/or wrist motion.
• Minimal reaching at or above shoulder level.
• Ability to work alone or in a team.
• May require movement through the department for use of a variety of office equipment such as printer, copier, etc.
• Minimal bending, stooping, squatting, twisting, reaching, or working on irregular surfaces.
• Occasionally picking up folders or box of paper weighing no more than 10 lbs.

• Shared office environment with varying degrees of hot and cold air.
• Shared workstation with varying set up.
• Requires exposure to dust, printer, or fax machine toner.
• Requires the ability to travel or be transported to work at other court locations, intermittently, temporarily or on a regular basis, depending on the business need of the court.
• Must be able to traverse indoors and outdoors, over uneven ground and pavement in all types of weather.
• Constant interruptions, with high volume of telephone and personal interaction.

This recruitment will close at 5:00 p.m. on July 12, 2024.

An eligibility list may be established for full time, part time, fixed term, provisionary positions.

TO APPLY: Please visit our website at www.ventura.courts.ca.gov. For consideration, please apply online. Please contact Court Human Resources at (805) 289-8618 if you are unable to access the application online, or discuss required accommodation.

APPLICATION EVALUATION: All applications will be reviewed to determine whether or not the stated requirements are met, and a comparative screening will be conducted to determine which of the applicants will be selected to participate in the recruitment processes. Applications will be evaluated according to criteria that most closely meet the needs of the department, so it is essential that applicants provide as much detail as possible and answer all parts of the application, including the supplemental questions.

WRITTEN EXAMINATION: A job related written examination will be administered to qualifying candidates testing knowledge of various clerical related techniques and practices. Candidates must earn a passing score of 70% or higher to qualify for continuation in the recruitment process. Date: TBD

ORAL EXAMINATION: A job-related oral examination will be conducted to evaluate and compare participating candidates' knowledge, skills, and abilities in relation to those factors which job analysis has determined to be essential for successful performance of the job. Candidates must earn a passing score of 70% or higher to qualify for placement on a list of applicants eligible to participate in the selection interview. Date: TBD.

SELECTION INTERVIEW: Applicants who passed the written and oral examination will be evaluated and ranked based on their qualifications and performance in the other recruitment processes. Best qualifying applicants will be invited to the selection interview. Date: TBD

The oral exam and selection interviews may be consolidated into one process. Qualified candidates may be invited to an oral panel interview (exam) and to selection interview separately, or combined.

PERSONAL QUALIFICATIONS: All applicants must possess the personal qualifications generally recognized as essential to being an outstanding public employee, including integrity, initiative, dependability, courtesy, and good judgment and ability to work with others as a team and follow instructions.

BACKGROUND INVESTIGATION: Applicants may be subjected to a thorough background investigation, which may include personal and professional character references, inquiry into past employment, education, credit, criminal background and depending on the position, may include driving records. Please note that the pre-employment background process will include any interaction you may have from the application process through the time that you are provided a final offer of employment. Offer of employment may be rescinded at any time during the pre-employment background check process if the process determines that the applicant is not a good fit for the position.