Executive Assistant, Office of the Personnel Commission (Confidential)

Job Details

Executive Assistant, Office of the Personnel Commission (Confidential)
Ventura County Community College District

Salary: $66,168.00 - $91,320.00 Annually

Job Type: Classified

Job Number: 2026-00071

Location: District Administrative Center (Camarillo CA), CA

Department: DAC/Human Resources

Closing: 4/30/2026 11:59 PM Pacific

Description

WHAT YOU'LL DO
Under general supervision, perform a wide variety of complex confidential administrative and secretarial support duties in support of the Personnel Commission and Human Resources Department requiring considerable independence and discretion to relieve an administrator of a variety of administrative details.

There is currently one full-time classified confidential (40 hours/week, 12 months/year) vacancy located at the District Administrative Center in Camarillo, CA.

This recruitment is being conducted to establish a list of eligible candidates that will be used to fill district-wide, current and upcoming, non-bilingual and bilingual, temporary and regular vacancies for the duration of the list, not to exceed one year.

WHERE YOU'LL WORK

The District Administrative Center, centrally located in Camarillo, oversees administrative functions, and provides leadership and services to the three colleges in support of VCCCD's mission.

WHO WE ARE

The Ventura County Community College District (VCCCD) is a public community college district serving residents throughout Ventura County. VCCCD's three colleges - Moorpark College, Oxnard College, and Ventura College - offer programs for transfer to four-year colleges and universities; career technical training, basic skills instruction; as well as community service, economic development, and continuing education for cultural growth, life enrichment, and skills improvement.
The Ventura County Community College District recognizes that a diverse community of faculty, staff, and administrators promotes academic excellence and creates an inclusive educational and work environment for its employees, contractors, students, and the community it serves. With the understanding that a diverse community fosters multicultural awareness, promotes mutual understanding and respect, and provides role models for all students, VCCCD is committed to recruiting and employing a diverse and qualified group of administrators, faculty, and staff members who are dedicated to the success of all college students.

The Ventura County Community College District does not engage in any employment practice that discriminates against any employee or applicant for employment on the basis of ethnic group identification, race, color, language, accent, immigration status, ancestry, national origin, political beliefs, age, gender, sex, religion, transgender, sexual orientation, marital status, veteran status, and/or physical or mental disability.

SALARY PLACEMENT

New Employees: Generally, new employees are placed on the first step of the appropriate range of the salary schedule.

Current Employees: An employee who is promoted will be placed on the salary step of the new range of the appropriate salary schedule that provides a minimum increase comparable to a one-step increase in salary.

New and current employees may be eligible for advanced step placement as outlined in Section 290 - SALARY PLAN in the Rules of the Personnel Commission for Classified Employees.

Representative Duties

• Gather and synthesize a variety of statistical and financial data; prepare routine and non-routine administrative reports that require the analysis and interpretation of data; develop, format, and revise technical and statistical charts, graphs, and flowcharts in order to present information. E
• Plan and organize work activities; recommend improvements to work flow, procedures, and the use of equipment and forms; implement improvements as approved; develop, revise, and maintain standardized and master documents. E
• Arrange and coordinate Personnel Commission meetings; prepare and distribute agenda packets and correspondence; attend meetings and take, transcribe, and ensure proper distribution of minutes; ensure compliance with the Brown Act as it relates to agenda distribution activities. E
• Assist in Personnel Commission budget preparation; maintain current budget information; monitor budget expenditures; input and track requisitions. E
• Create, organize, update, and maintain computer-based tracking systems such as databases and statistical spreadsheets used to track, maintain, and present data. E
• Serve as liaison between the office and the general public, staff, and outside groups and agencies; provide general and specialized information and assistance that requires the use of judgment, tact, and sensitivity as well as the interpretation of policies, rules, and procedures; independently resolve complaints and explain programs, policies, and activities related to Personnel Commission and human resources functions. E
• Provide complex administrative support to the Director of Employment Services/Personnel Commission and the Director of Human Resources Operations, relieving the administrators of a variety of clerical, technical, and administrative duties. E
• Manage and maintain the calendar of the Director of Employment Services/Personnel Commission, Director of Human Resources Operations, and other departmental calendars; keep administrators informed of appointments, priorities, and deadlines through multiple channels and in a timely and efficient manner. E
• Proofread, verify, and review a variety of material and reports for accuracy, completeness, and conformance with established standards, regulations, policies, and procedures; ensure materials are accurate and complete. E
• Compose a variety of documents and forms including reports, correspondence, memoranda, meeting agendas, legal documents, and other specialized materials from rough draft, dictation, modified standard formats, and brief verbal instructions. E
• Maintain a variety of files and records; maintain confidentiality of records and information, including information regarding Personnel Commission matters. E
• Initiate and answer telephone calls; screen and direct calls and visitors to appropriate personnel; receive, open, and distribute correspondence and email; identify and refer matters in order of priority. E
• Make travel arrangements for Personnel Commissioners, management, and department staff. E
• Monitor and update the district's website to ensure data and information is up-to-date and easy to comprehend. E
• Coordinate district-wide meetings which may include multiple colleges, departments, the public and outside agencies. E
• Provide training, work direction, and guidance to others as assigned. E
• Work collaboratively and professionally with faculty, staff, students, and stakeholders from diverse academic, socioeconomic, cultural, disability, gender identity, and ethnic communities. E
• Demonstrate cultural humility, sensitivity, and equity-mindedness in working with individuals from diverse communities; model inclusive behaviors; and achieve equity in assignment-related outcomes. E
• Perform other duties as assigned.

E = Essential duties

Minimum Qualifications

A. A bachelor's degree AND two years of clerical or administrative support experience.

OR
B. An associate degree AND three years of clerical or administrative support experience.

OR

C. Graduation from high school or its equivalent AND four years of clerical or administrative support experience.

Supplemental Information

EXAMINATION AND SELECTION PROCESS:

This is an examination open to the public and current District employees seeking a promotional opportunity. To ensure consideration, please submit your application materials by the posted deadline date on this bulletin.

The examination process may consist of any of the following components:

A) Written/Performance Test = Qualifying (pass/fail)

B) Training and Experience Evaluation = Qualifying (pass/fail), if applicable

C) Technical Interview = 100% weighting on final score

PLEASE NOTE: All testing for this recruitment will be conducted remotely. Please see additional information regarding the test dates and location below.

WRITTEN TEST DATE RANGE AND LOCATION:
Date Range: Friday, May 1, 2026 to Thursday, May 7, 2026

Location: All candidates who meet the minimum qualifications will be emailed a link to the test on Friday, May 1, 2026 and will have until 11:59 pm on Thursday, May 7, 2026 to complete the test. To participate in the written/performance test, you must have access to a computer and a reliable connection to the internet.

The top candidates with the highest passing scores on the written/performance test will be advanced to the next phase of the examination process, which may include additional assessments.

TRAINING AND EXPERIENCE (T&E) EVALUATION:

A T&E is an assessment of training and experience, beyond the minimum requirements, that has prepared the candidate for the position as evidenced in the application materials. Please be sure to answer every component of each supplemental question as your responses will be scored and serve as your score on the training and experience (T&E) evaluation.
The candidates with the highest passing scores on the T&E will be advanced to the next phase of the examination process.

TECHNICAL INTERVIEW DATE RANGE AND LOCATION:

Date Range: Tuesday, May 26, 2026 - Monday, June 1, 2026

Location: The Technical Interview will likely be conducted remotely, using Zoom. To participate, you must have access to a computer with a camera, microphone, speakers, and a reliable connection to the internet.

The examination components and dates are subject to change as needs dictate. All communication regarding this process will be delivered via email.

SUBMISSION OF APPLICATION:

Applicants must meet the minimum qualifications as stated, including the possession of licenses, certifications, or other requirements, by the filing deadline in order to move forward in the recruitment process. You must attach copies of any documents that demonstrate your attainment of the minimum qualifications (e.g., unofficial transcripts, foreign transcript evaluation, copies of any required licenses, and/or certifications). Failure to submit any required documents may result in disqualification. All required documentation must be attached to your application; Human Resources staff will not upload your documents for you. The VCCCD does not accept letters of recommendation for classified positions. Please do not attempt to attach letters of recommendation to your application.

PLEASE BE AWARE THAT ONCE YOU HAVE SUBMITTED YOUR APPLICATION YOU WILL NO LONGER BE ABLE TO MAKE REVISIONS. If additional versions of your application are submitted, only the most recent will be considered.

When completing the application, please make sure you include ALL current and previous employment in the Work Experience section of the application and complete ALL fields, including the name and contact information for your supervisors. Duration of work experience is calculated based off a standard 40-hour full-time work week. Part-time work experience will be prorated based on a 40-hour full-time work week. Experience that is included in the resume but not in the Work Experience section of the application may not be considered for the purpose of determining whether you meet the minimum qualifications. When completing the supplemental questionnaire (if applicable), outline in detail your education, training (such as classes, seminars, workshops), and experience.

ELIGIBILITY LIST:

Upon completion of the examination, the eligibility list will be compiled by combining the final examination score with applicable seniority and veteran's credits, if any. The candidates will be ranked according to their total score on the eligibility list. Certification will be made from the highest three ranks of the eligibility list. This eligibility list will be used to fill current vacancies for up to one year from the date of the technical interview.

PROBATIONARY PERIOD:

All appointments made from eligibility lists for initial appointment or for promotion, with certain exceptions, shall be probationary for a period of six (6) months or one hundred thirty (130) days of paid service, whichever is longer. Classified management, police, and designated executive classifications shall be probationary for a period of one (1) year of paid service from initial appointment or promotion.

ACCOMMODATIONS:

Individuals with disabilities requiring reasonable accommodation in the selection process must inform the Ventura County Community College District Human Resources Department in writing no later than the filing date stated on the announcement. Those applicants needing such accommodation should document this request in an email to HRMail@vcccd.edu including an explanation as to the type and extent of accommodation needed to participate in the selection process.

DEGREE INFORMATION:

If a degree/coursework is used to meet minimum qualifications, an official copy of your transcripts will be required upon hire. If you have a foreign degree and the institution from which your degree was granted is not recognized as accredited by the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education, foreign transcript evaluation is required if the foreign degree/coursework is used to meet minimum qualifications. The foreign transcript evaluation must be included with your application materials. Visit the Council for Higher Education Accreditation (CHEA) or the U.S. Department of Education to search for institutions that are recognized as accredited. If you need your transcripts evaluated, please review the list of agencies approved for foreign transcript evaluation. If applicable, an official copy of your foreign transcript evaluation will also be required upon hire.

For more information about the recruitment process at VCCCD, including responses to Frequently Asked Questions, please visit our Classified Careers page.