Administrative Services Specialist, Senior

City of Oxnard•Oxnard, CA

1d•Onsite

About The Position

The City of Oxnard’s Public Works Department is hiring an experienced Administrative Services Specialist, Senior to provide specialized administrative and fiscal support for the Materials Recovery Facility (MRF). The role handles accounts receivable and customer account activities, related financial transactions and reporting, and documentation associated with California Redemption Value (CRV) recycler accounts and waste tire manifests. The position calls for strong administrative, financial, and customer service skills and the ability to manage multiple priorities and maintain accurate records in a fast-paced environment. This senior classification provides specialized paraprofessional functional or program support and may serve as a lead worker, assigning work and monitoring completion. The employee receives general supervision for routine work performed under established standards and procedures, and specific instruction for non-routine matters and deadlines. The position also responds to internal and external inquiries, researches complex information and record requests, maintains databases and documentation, and may coordinate with contracted vendors. The normal work week is Monday through Thursday, 8:00 a.m. to 6:00 p.m., and alternating Fridays, 8:00 a.m. to 5:00 p.m. Depending on assignment, the employee may work a shift outside standard hours and may need to work additional hours during workload peaks or when department needs change. The work environment varies by assignment but is typically primarily in an office or in the field. The City does not offer hybrid or remote work. This is a full-time vacancy in the Public Works Department. The position has a 12-month probationary period and is eligible for overtime pay under the Fair Labor Standards Act.

Requirements

High school diploma or GED and four years of related experience, including two years of paraprofessional support experience comparable to an Administrative Services Specialist with the City of Oxnard in a field related to the assignment; OR an associate degree (or 60 units) in a related field such as business administration and two years of such paraprofessional support experience.
Proficiency and comfort using computers, including office automation tools such as Microsoft Office or Google tools and web-based tools.
Regular and reliable attendance, effective communication skills, and the ability to develop effective working relationships.
Depending on assignment, a valid California Class C driver’s license and satisfactory driving record may be required.
Selected candidates must pass a thorough background investigation.
New employees must provide proof of citizenship or documentation of legal authorization to work in the United States on the first day of employment.

Nice To Haves

A bachelor’s degree or higher is needed to qualify for the educational incentive benefit.

Responsibilities

Manage MRF accounts receivable, including customer billing, payment processing, account reconciliation, and monitoring outstanding balances.
Monitor accounts receivable aging reports, identify delinquent accounts, and prepare and distribute collection notices.
Review and process payment allocations to ensure funds are recorded and applied to the correct accounts.
Administer customer account holds, process new account approvals, and maintain customer account information.
Research and respond to customer inquiries about billing, payments, account balances, and adjustments.
Coordinate CRV recycler accounts and maintain related records.
Track, process, and submit waste tire manifests and related documentation for state reporting compliance.
Provide backup support for cash handling, deposit reconciliation, and other financial transactions.
Support additional fiscal activities, including accounts payable, recycling material sales, revenue tracking, and related financial reporting, as assigned.
Provide specialized management-service support in the assigned functional area or program; coordinate, review, and oversee related work and program activities.
May act as a liaison with contracted vendors supporting functional programs.
May assign and monitor work as a lead worker.
Respond to internal and external customer inquiries; research, analyze, and troubleshoot issues and provide program-related information and support.
Coordinate and respond to complex information and record requests, research data, and explain processes and procedures.
Prepare, maintain, and update system information, databases, tracking systems, logs, correspondence, and other documents; oversee files, records, data, and program documentation.
Depending on assignment, perform fiscal duties such as revenue collection, accounts payable, payroll preparation, handling and depositing fees and collections, reviewing payable transactions, posting expenditures, processing purchase orders and checks, reviewing payroll adjustments and rates, calculating pay changes, reviewing accrual registers, running payroll reports, and reconciling accounts.
Perform other duties of a similar nature or as needed to support MRF administrative and financial operations.