Administrative Services Coordinator/Support Supervisor (Division Promotional Only)

City of Oxnard•Oxnard, CA

2d•Onsite

About The Position

The City of Oxnard’s Billing and Licensing Division is seeking qualified candidates with strong technical and customer service skills to fill two (2) Administrative Services Coordinator/Support Supervisor positions. These roles offer unique opportunities to support critical City operations. One position is currently vacant, while the second is included in the proposed FY 2026–27 budget and is contingent upon City Council approval. One assignment will support Cash Management, and the other will support Utility Billing. Both positions play an important role in delivering accurate administrative and financial services while providing exceptional customer service to both the public and internal departments. Successful candidates will help ensure efficient day-to-day operations through strong attention to detail, effective communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

High School Diploma or GED and five (5) years of related experience, including three (3) years advanced administrative support, customer service, and paraprofessional analytical work comparable to an Administrative Services Specialist, Senior in area of assignment; OR Associate’s degree (or 60 units) in a related field such as business administration, and three (3) years advanced administrative support, customer service, and paraprofessional analytical work comparable to an Administrative Services Specialist, Senior in area of assignment
Must be able to effectively communicate in English, both orally and in writing
Must be a City of Oxnard employee in the Billing and Licensing Division
Proficient and comfortable with computer use to perform functions associated with on-going work.
Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions.
Employees are required to participate in the City's direct deposit plan and are paid on a bi-weekly basis.
This position requires a 12 month probationary period.
All public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them.
New employees must provide proof of citizenship or documentation of legal right to work in the United States in compliance with the Immigration Reform and Control Act of 1986, as amended.
If E-Verify cannot confirm that you are authorized to work, this employer is required to give you written instructions and an opportunity to contact Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment.

Nice To Haves

To qualify for the educational incentive benefit, candidates must possess a degree level of Bachelor’s or above.

Responsibilities

Provide backup coverage for staff through assisting customers at the front counter, through phone calls, and via email correspondence
Provide complex administrative support, assist in providing management analysis work, oversee administrative and fiscal support operations of assigned unit
Serve as a lead worker, assigning work and monitoring work completion and may supervise staff
Oversee and provide support in the review, analysis and processing of transactions related to assignment area.
With a high level of detail, oversee staff’s work in handling cashiering duties, point of sale payment processing, data entry, and account maintenance, ensure accuracy, completeness, and compliance with City codes
Train and perform lead responsibilities over less experienced staff
Oversee and perform the more difficult tasks
Prepare accounting related billing information and enters data into financial system for accounts receivable; balances preliminary reports and verifies data, performs reconciliations and auditing function
Monitor and assist staff’s work in preparing and verifying bank deposits, verifying daily bank statements of deposits against records of daily cash transactions
Reconcile records of payments received for miscellaneous payments from all City departments and divisions to the City’s financial system
Handle the more difficult customer relations situations involving upset and dissatisfied customers, requiring a high degree of sensitivity and the use of sound judgment; responds to complaints from customers and the public and takes action to resolve the complaint
Respond, and monitor staff responses, to correspondence and telephone calls
Coordinate activities, procedures, and processes with other City departments to ensure effective collaborations of functions
Research and assemble information from a variety of sources for preparation of records and reports
Make arithmetic or statistical calculations; organize and maintain office files; recommend organizational, procedural, and operational improvements
Perform other specialized duties relative to area of assignment.
Monitor and assist staff’s work, including reviewing work orders and other work created by staff members for Public Works and Community Development Departments for accuracy and completeness
Verify account balances on closed accounts status report to process refund checks or transfers balances to open accounts when appropriate
Prepare, maintain, and verify various reports for billing accuracy and completeness
Review information and reports prepared by staff and review adjustments for Public Works, Community Development, and Finance Departments prepared by staff
Respond, monitor, and assist staff responses to email correspondence and telephone calls
Research, respond to, and resolve customer concerns and issues related to Utility billing statements and customer accounts in person, by phone, and via email
Supervising staff Making assignments, scheduling work, training staff and managing performance
Interpreting and analyzing City code related to unlicensed and delinquent business license enforcement
Processing, reviewing and approving applications, permits and renewals
Calculating rates and fees due