Administrative Assistant (Ventura Police Department)

Job Description:

Administrative Assistant (Ventura Police Department)

Description

Application submissions are managed exclusively on the City of Ventura career site. To ensure your application and materials are submitted in a timely and complete manner, please apply through https://www.cityofventura.ca.gov/Jobs . Submissions through other websites &/or methods will not be accepted.

Applications and supplemental questions will be accepted untilMonday, November 24, 2025, at 11:59 p.m.

Pay & Benefits

• $58,336.31 - $70,908.86 Annually DOQ
  

• Benefits
  
  • Medical Insurance (HMO, PPO options)
    
  • City Paid Dental and Vision Insurance
    
  • Vacation & Holiday Compensation
    
  • Deferred Compensation
    
  • CalPERS Retirement
    
  • Tuition Reimbursement & Bilingual Pay
    

A New Opportunity and what you’ll do...

The City of Ventura has an exciting opportunity to join the Ventura Police Department as an Administrative Assistant and start a rewarding career in public service! This position provides high-level administrative, confidential, and clerical support to Police Department leadership, assisting with processing critical records, scheduling, budget tracking, public inquiries, and internal administrative functions that keep the Department running efficiently.

This is a great opportunity for someone who is detail-oriented and customer-service minded, with experience handling sensitive and confidential information in a fast-paced environment. This role is ideal for individuals interested in supporting public safety operations in a professional, non-sworn capacity.

What You'll Do

In this position, you will support Police Department operations by performing a wide range of administrative, clerical, and confidential duties, including:

• Providing complex administrative and clerical support to department management while ensuring confidentiality of police-related records, correspondence, and information.
  
• Preparing agendas, notices, reports, and meeting minutes for committees, briefings, and administrative meetings within the Police Department.
  
• Processing personnel actions in Workday, including reviewing and entering employee information and processing employee records.
  
• Composing routine correspondence, editing reports for accuracy and grammar, and preparing documents for distribution.
  
• Processing purchase orders, payments, claims, and purchasing service agreements in support of Police Department operations.
  
• Assisting with budget tracking, invoice verification, reconciliations, and basic clerical accounting tasks.
  
• Serving as a front-office contact for internal staff and the public including screening calls, responding to inquiries, and directing inquiries to appropriate staff.
  
• Preparing, maintaining, organizing, scanning, and retrieving records, files, legal notices, and administrative documents in compliance with retention requirements.
  
• Scheduling meetings, appointments, interviews, and travel; coordinating logistics for conferences, trainings, and hearings.
  
• Researching, compiling, and formatting information for reports, presentations, and staff communications.
  
• Maintaining office inventory, ordering supplies, and supporting the daily administrative operations of the division.
  
• Performing other administrative duties in support of the Police Department as assigned.
  

Who We’re Looking For

We are looking for an individual who brings strong administrative and clerical experience, professionalism, and attention to detail. The ideal candidate will:

• Have experience supporting management or executive-level staff in a high-volume environment.
  
• Exercise discretion and confidentiality when working with sensitive, law enforcement, and personnel information.
  
• Be highly organized and able to track multiple projects, deadlines, and requests simultaneously.
  
• Demonstrate excellent writing, editing, and document preparation skills.
  
• Be proficient with Microsoft Office applications, including MS Word and Excel, and capable of learning department systems quickly.
  
• Provide exceptional customer service to staff, elected officials, community members, and outside agencies.
  
• Communicate clearly, professionally, and tactfully in both written and verbal formats.
  
• Work independently with minimal supervision while maintaining accuracy and completeness.
  
• Exhibit professionalism, composure, and sound judgment in a public safety environment.
  

Experience and Qualifications for Success!

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 .

Important Note : This position will be required to undergo and successfully complete an extensive post-offer Police Department background investigation.

The background investigation process may include the following:

• Submission of a Personal History Statement (PHS)
  
• Submission of a Personal History Questionnaire (PHQ)
  
• Completion of a polygraph examination
  
• Participation in an in-depth background investigation, which evaluates:
  
  • Integrity
    
  • Impulse control and attention to safety
    
  • Substance use or other risk-taking behaviors
    
  • Stress tolerance
    
  • Ability to confront and overcome problems, obstacles, and adversity
    
  • Interpersonal skills
    
  • Decision-making and judgment
    
  • Learning ability
    
  • Communication skills
    

Apply Now!

Submit an online City job application and supplemental questionnaire by the filing deadline or first review date at www.cityofventura.ca.gov/jobs .

• 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.
  

Start Your Journey... Follow the Process

Applications and supplemental questions will be accepted untilMonday, November 24, 2025, at 11:59 p.m.

• 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 examination components: data entry, customer service interaction, proofreading, keyboarding, MS Office skills assessment, and a qualifying panel interview process. 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. Selected applicants will be notified of specifics at the appropriate time.
  

Eligibility List

The Eligibility List established for this classification may be used to fill other regular and temporary vacancies at the discretion of the City.

THE SCHEDULE

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

• Monday, November 24, 2025, 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 December 1, 2025 - Candidates meeting minimum qualifications will be invited to an online assessment exam.
  
• Week of December 8, 2025 - Candidates will be notified by email of their status by this date.
  
• January 2026 - Oral 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 oral panel interviews have been completed. Qualifying candidates will be notified by email if they are invited to the panel interview process .
  
• January 2026 - Candidates will be notified of the outcome of the interview by this date.
  

The Hiring Process

To learn about our hiring process, visit our City’s Career Page - Hiring Process page for a detailed overview.

Learn More - Essential 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.

Questions?

If you have questions about the recruitment process, please contact any of the Human Resources Recruitment Team at recruitment@cityofventura.ca.gov or (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: recruitment@cityofventura.ca.gov.

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:

$58,336.31 - 70,908.86 Annually