Administrative Services Specialist - Citywide Promotional

City of Oxnard•Oxnard, CA

6d•Onsite

About The Position

The City of Oxnard is seeking detail-oriented and customer-focused Administrative Services Specialists to establish an eligibility list for current and future vacancies across multiple departments. In this dynamic role, you will provide essential administrative and operational support, help maintain critical records and documentation, and serve as a key point of contact for both internal staff and the public.

Requirements

High School Diploma or GED and three (3) years of related experience, including one (1) year of advanced fiscal/administrative support experience comparable to an Administrative Services Technician, Senior with the City of Oxnard in area of assignment; OR Associate’s degree (or 60 units) in a related field, and one (1) year of advanced fiscal/administrative support experience comparable to an Administrative Services Technician, Senior with the City of Oxnard 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.
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.
Pursuant to California Government Code Section 3100, all public employees are required to serve as disaster service workers subject to such disaster service activities as may be assigned to them.
If a candidate accepts a conditional job offer with the City of Oxnard, any and all pending applications for active recruitments with the City of Oxnard will be withdrawn and no longer considered.
The City of Oxnard is an Equal Opportunity Employer and welcomes applications from all qualified applicants. We do not discriminate on the basis of race, color, religion, sex, national origin, age, marital status, medical condition, disability or sexual orientation.
The City of Oxnard makes reasonable accommodation for individuals/people with disabilities. If you believe you require special arrangements to participate in the testing process, you must inform the Human Resources Department in writing no later than the filing date. Applicants who request such accommodation must document their request with an explanation of the type and extent of accommodation required.
On the first day of employment, 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.
The City participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.

Nice To Haves

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

Responsibilities

Organizes and maintains administrative files and records, resolutions, ordinances, contracts, agreements, and other official documents.
Prepares, types, and edits correspondence, staff reports, agenda reports, meeting minutes, and statutory correspondence.
Maintains user database.
Provides counter support as needed; answers calls, screens visitors, and refers parties to appropriate personnel; assists customers at a public counter and by telephone; responds to complaints and directs parties to appropriate personnel.
Provides specialized office work and customer service in support of internal and external customers.
May serve as a lead worker assigning work and monitoring work completion.
Researches, reviews and provides resolution to escalated issues and complaints; gathers and reviews related detailed information; determines best communication methods and procedures to resolve issues.
Reviews and evaluates business processes and procedures; provides recommendations for improved processes and solutions to customer support issues.
Compiles data and performs basic analysis; provides specialized account support which may include reviewing account history information, resolving discrepancies, and/or making adjustments.
Updates and maintains files, records, documents and database information; prepares, updates and maintains business process and procedural documentation; prepares audit, financial and/or other summary reports.
Performs other duties of a similar nature and level as assigned.
Processing complex transactions such as payroll and travel.
Designing and producing documents and promotional materials.
Updating websites and/or social media information.
Preparing and/or processing financial transactions and related reports.
Setting up and maintaining records management systems.
Processing applications and/or permits related to assignment.
Coordinating events and associated logistics.
Assisting with budget tracking/preparation.
Handling escalated inquiries.
Researching and adjusting account information.
Calculating and processing refunds.
Correcting account errors.
Assisting with training employees.
Reconciling funds received.
Transmitting and posting electronic files.
Maintaining spreadsheets.
Conducting background checks.
Determining program eligibility.
Scheduling and conducting interviews with applicants.
Making referrals to case managers.
Responding to client questions and resolving complaints.
Performing inspections of housing units.
Making home visits.
Calculating and processing financial transactions.
Coordinate onsite building operations including security and maintenance.
Provide imaging support.
Creating technical graphics and illustrations.
Producing documents, reports, and presentations.
Creating charts, tables, and various of forms of graphical data representations.
Creating cartographic maps and exhibits.
Researching, analyzing land based data.
Maintaining and operating a wide range of software and electronic equipment.
Providing research and analysis for various departmental studies.
Examining and researching historical records.
Provide customer service in person, by phone, and via email.
handle complex and sensitive customer issues and complaints.
Perform clerical and administrative tasks such as data entry, filing, scheduling, correspondence, and office organization.
Process financial transactions including cashiering, point-of-sale payments, account maintenance, and general ledger entries.
Prepare, review, and reconcile financial records, reports, deposits, and accounts receivable data.
Audit and verify billing, payments, account adjustments, and financial documentation for accuracy and compliance.
Manage and support billing functions (e.g., utilities and business tax certificates), including collections and delinquent accounts.
Coordinate with internal departments and external agencies to ensure efficient operations.
Create and manage work orders, reports, and operational documentation.
Monitor and respond to communications; oversee and ensure timely staff responses.
Train, lead, and provide guidance to lower-level staff; provide backup support as needed.
Maintain schedules, appointments, and office supplies with strong attention to detail.
Research, compile, and analyze information to prepare reports and improve processes.
Multitask and prioritize responsibilities effectively in a fast-paced environment.
Perform additional specialized or assigned duties as needed.