Administrative Services Coordinator - Citywide Promotional Only

City of Oxnard•Oxnard, CA

23h•Onsite

About The Position

This recruitment is only open to current City of Oxnard employees. The City of Oxnard’s Public Works, Administration Division, is seeking an Administrative Services Coordinator with strong technical and analytical skills to be a part of our team. This individual must be comfortable analyzing financial and comprehensive data. The ideal candidate will have experience providing support and assistance for financial and business operations. This position will be responsible for independently performing a wide range of administrative and analytical tasks.

Requirements

High School Diploma or GED and five (5) years of related experience, including three (3) years of 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 of 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 current City of Oxnard Employee
Candidates must be proficient and comfortable with computer use to perform functions associated with ongoing work.
Regular and reliable attendance, effective communication skills, and development of effective working relationships are requirements of all positions.

Nice To Haves

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

Responsibilities

Prepare and process contracts, purchase orders, task orders, and other agreements.
Prepare & process contract amendments & contract/purchase order change orders.
Serves as a liaison between departments, vendors, contractors, and stakeholders to support efficient procurement and contract management processes.
Assists with the solicitation process for procuring goods and services.
Prepare financial, statistical, or operational reports as assigned.
Work closely with other departments to coordinate Procurement activities, monitor the status of assigned work, and consult with management staff on contract issues as needed.
Provide departmental administrative support services, including answering and referring telephone calls, typing correspondence, and other documents.
Provides complex administrative support, assists in providing management analysis work and/or oversees administrative or fiscal support operations of assigned unit.
May serve as a lead worker, assigning work and monitoring work completion; or may supervise staff.
Oversees and provides support in the review, analysis, and processing of transactions related to assignment area.
Reviews and resolves issues and complaints; facilitates collaborative efforts and effective resource utilization; interfaces with internal and external stakeholders to provide quality service and support related to assigned area.
Performs research, gathers pertinent information, tracks and analyzes data, and prepares reports and documents; may prepare agenda items; maintains financial and business reports; assists with procuring goods and services; monitors, maintains, and reviews operating expenses, account assignments and/or budget reporting.
Maintains and oversees the maintenance of databases, website content, files, records and/or departmental documentation; ensures adherence with records retention policies and procedures.
Performs other duties of a similar nature and level as assigned.
Researching, collecting and compiling data.
Performing basic statistical analyses.
Overseeing office purchasing processes.
Participating in the solicitation process.
Performing administrative support, including calendaring, filing, managing correspondence, and arranging travel.
Performing financial transaction processing, including monitoring budget activity.
Serving as the first point of contact and representative of an area or function on behalf of an executive.