Administrative Assistant (Ventura Water)

Job Description:

Administrative Assistant (Ventura Water)

Description

Applications are accepted exclusively through the City of Ventura Career Site:
www.cityofventura.ca.gov/jobs . Submissions through other websites or methods will not be accepted.

Applications and supplemental questions will be accepted untilSunday, August 16, 2026, at 11:59 p.m.

Pay & Benefits

• $60,086.42 - $73,036.08 Annually (DOQ)
  
• Benefits
  
  • Medical Insurance (HMO, PPO options)
    
  • City Paid Dental and Vision Insurance
    
  • Life Insurance
    
  • Vacation & Holiday Compensation
    
  • Deferred Compensation
    
  • CalPERS Retirement
    
  • Wellness Program (access to gym facility and fitness classes)
    
  • Tuition Reimbursement & Bilingual Pay
    

About the Opportunity

The City of Ventura has an exciting opportunity to join Ventura Water as an Administrative Assistant and start a rewarding career in public service! This position provides administrative support to division management while serving as an important resource for staff and customers. The current vacancy is in the Water Distribution division.

This position performs a wide variety of administrative, clerical, and technical support functions, including preparing correspondence and reports, maintaining records, processing purchasing documents, assisting with budget tracking, and supporting Water Distribution operations. The successful candidate will be a collaborative professional who takes initiative, communicates effectively, and contributes to the efficient delivery of essential water services to the Ventura community.

Key Responsibilities Include

• Provide advanced administrative support to the Water Distribution Manager and staff while coordinating daily office operations.
  
• Prepare correspondence, reports, spreadsheets, and other departmental documents.
  
• Process purchase orders, requisitions, payment requests, purchasing agreements, expense claims, and Cal-Card reconciliations.
  
• Coordinate meetings, training, travel arrangements, and departmental calendars
  
• Maintain division records, databases, permits, inventories, and document management systems while ensuring accuracy and confidentiality.
  
• Serve as the primary administrative contact for employees, contractors, vendors, customers, and the public, providing exceptional customer service and responding to inquiries.
  
• Coordinate Water Distribution operational processes, including submitting and tracking DigAlerts, obtaining County encroachment permits, and maintaining required records.
  
• Administer customer service programs such as flow tests and temporary water meters, including application processing, payment coordination, account setup, meter tracking, and customer communication.
  
• Monitor and track operational data, including water loss reporting, inventory management, billable work orders, and asset management records.
  
• Update the City's Water Outage Map through the GIS portal, prepare operational reports, support regulatory and special projects, and perform related duties as assigned.
  
• Support Water Distribution field operations through the timely coordination of administrative processes and perform related duties as assigned.
  

The Ideal Candidate - Preferred Qualifications

The ideal candidate is an organized, detail-oriented administrative professional who excels at managing multiple priorities while providing exceptional support to a large, fast-paced operational team.

The successful candidate:

• Has experience providing administrative support in a utility, public works, engineering, construction, or public agency environment.
  
• Demonstrates excellent organizational, time management, and communication skills.
  
• Exercises sound judgment, maintains confidentiality, and consistently produces accurate, high-quality work.
  
• Can work independently, adapts to changing priorities, and collaborates effectively with staff, contractors, and the public.
  
• Is proficient with Microsoft Office and quickly learns new software and business systems.
  
• Experience with Workday or a comparable enterprise resource planning (ERP) system is highly desirable .
  

Minimum Qualifications - Required

A combination of education, training, and experience equivalent to completion of the twelfth grade, keyboarding abilities sufficient to perform the job, and three years of increasingly responsible clerical experience, including advanced clerical experience. Secretarial experience is highly desirable .

A bout Ventura Water

Ventura Water provides drinking water to more than 109,000 people through approximately 32,000 water service connections. This complex water system has more than 391 miles of pipeline, 3 water treatment plants, 23 pump stations and 31 reservoirs. Our community relies on three 100% local water sources - the Ventura River, Lake Casitas, and local groundwater wells, as well as, providing reclaimed water from the Ventura Water Reclamation Facility to two municipal golf courses, the Ventura Marina area, and private customers for landscape irrigation. We maintain a full-service laboratory and monitor our water quality daily.

For more information about Ventura Water, visit https://www.cityofventura.ca.gov/2268/Ventura-Water .

How to Apply

Submit an online City job application and supplemental questionnaire by the filing deadline.

• It is important that your city job application show all the relevant education, training, and experience you possess. Resumes, CVs, and cover letters may be attached to your application but will not be accepted in lieu of a completed job application or supplemental questionnaire. Submitting an incomplete application or supplemental questionnaire may disqualify you from further consideration in the recruitment process.
  
• After you apply, all future correspondence from the city will be via E-Mail. Please check your messages regularly and keep your contact information up to date using your on-line application.
  

Selection Process

• All applications and supplemental questionnaires submitted will be screened in relation to the criteria outlined in this job announcement. Candidates will be reviewed, and those candidates determined to meet the minimum qualifications on the basis of experience, training, and education, as submitted, will be invited to participate further in the examination process. Candidates will be notified about their status after the filing deadline.
  
• Examination Process (Online Assessment): The selection process may consist of one or more online assessment components: data entry, customer service interaction, proofreading, keyboarding, basic math, and more. Candidates are required to pass the online assessment exam to be placed on the eligibility list.
  
• Following the online examination, passing applicants will be placed on an established 12-month eligibility list. Candidates whose qualifications most closely match the requirements of the position may be invited to participate in a panel interview process.
  
• As a condition of employment, selected candidates will be required to complete a background check.
  

Eligibility List

While the Eligibility List for this classification may be used to fill other regular vacancies at the discretion of the City, this recruitment is specifically intended to fill the Administrative Assistant position within Ventura Water. Candidates selected from the eligibility list will be considered for assignment to this department based on departmental needs and the candidate’s qualifications and experience.

THE SCHEDULE

The timeline dates are subject to change. Candidates will be notified as necessary.

• Sunday, August 16, 2026, at 11:59 p.m. - Application Deadline. Applications and supplemental questionnaires must be submitted by this date to be considered for the position.
  
• Week of August 17, 2026 - Candidates meeting minimum qualifications will be invited to an online assessment exam.
  
• Week of August 24, 2026 - Candidates will be notified by email of their status by this date.
  
• Week of August 31, 2026 - Panel Interviews are tentatively scheduled for this date. Qualifying candidates will be notified by email if they are invited to the panel interview process.
  
• Department Selection Interviews will be scheduled promptly after the panel interviews have been completed. Qualifying candidates will be notified by phone or email if they are invited to the department interview process .
  
• September 2026 - Candidates will be notified of the outcome of the interview by this date.
  

Additional Information

For additional information on the duties and responsibilities of the position, refer to the job descriptions located on the City’s Career Page at City of Ventura Jobs or by viewing here Administrative Assistant .

To learn more about the City’s hiring process, visit the City of Ventura Hiring Process page .

Questions? Contact the Recruitment Team:

[email protected]

(805) 654-7802

In compliance with the Americans with Disabilities Act (ADA), if you need an accommodation in a selection process, please notify the Human Resources Department in writing by the final filing date of the position you are interested in. The Human Resources address is: 501 Poli Street, Room 210, Ventura, CA 93001, (805) 654-7853, e-mail: [email protected].

The City is an equal opportunity employer and strives to attract qualified applicants from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, gender expression, marital status, ancestry, physical disability, mental disability, medical condition, genetic information, military and veteran status, or any other status protected under federal, state and/or local law. We aim to create an environment that celebrates and embraces the diversity of our workforce. We welcome you to join our team!

Salary:

$60,086.42 - 73,036.08 Annually