Administrative Services Technician, Senior (Department Promotional)

City of Oxnard•Oxnard, CA

9d•Onsite

About The Position

This employment opportunity is only open to current City of Oxnard employees in the Fire Department. The City of Oxnard’s Fire Department is seeking an Administrative Services Technician, Senior with strong technical and customer service skills to be part of the team. The ideal candidate will have excellent communication skills and be able to understand, read, and properly interpret applicable laws, policies, rules, and regulations related to the assignment.

Requirements

High School Diploma or GED
Two (2) years of related experience
Valid California Class C Driver’s License with a satisfactory driving record may be required
Must be able to effectively communicate in English, both orally and in writing
Must be a current City of Oxnard Fire Department employee
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.

Nice To Haves

Strong technical and customer service skills
Excellent communication skills
Able to understand, read, and properly interpret applicable laws, policies, rules, and regulations related to the assignment.

Responsibilities

Open and close the Fire Administration front office according to scheduled business hours
Provide front desk administrative office support and customer service for community guests and City of Oxnard personnel
Monitor Department email and answer, refer. transfer incoming phone calls on the Department’s main phone line
Provide administrative support to chief officers, command staff, divisional managers/supervisors and other Fire Department team members
Provide overall program support including providing information to program staff, assisting and/or overseeing special projects and create and maintain physical and electronic documents, files, manuals, and databases
Perform financial transaction processing, including but not limited to receiving and processing fees, fines, or other money, and processing invoices and payments
Conduct surveys, perform research, and compile data to prepare reports, manuals, and publications
Create, sort, and maintain digital and paper files; create and maintain records management systems
Coordinate Ride Along, Station Tour, and Presentation requests
Monitor, process, and distribute inbound/outbound internal and external mail
Carry out the duties of and provide back-up support for other Fire Department administrative team members
Process applications and/or permits related to assignment
Coordinate events and associated logistics
Pick up orders and supplies from local vendors
Submit IT and Facilities tickets
Monitor department’s office supply ordering and maintain/organize office supplies in the Administration office
Monitor department website and intranet for accuracy and needed updates
Other duties as assigned
Provides internal and external customer service and support; responds to inquiries, complaints and requests for information; performs basic research and gathers required information; and/or refers customers to appropriate resource for more complex requests.
Processes transactions which may include: purchase order/invoice processing; resource requests; processing timesheets; fees/payment processing; account reconciliations; and applications processing.
Enters, reviews, updates, verifies, tracks and/or maintains system data, files, documentation and records related to assignment area; runs and produces routine reports; performs calculations and verifies data.
Prepares, issues and/or distributes correspondence, notices, permits, licenses, forms, documents, reports and/or other records.
Monitors required supplies and equipment maintenance needs; initiates purchase or service requests.
Performs other duties of a similar nature and level as assigned.
Performing front-line customer service, and public assistance; Responding to questions and providing standard information to internal and external customers; Evaluating and routing requests; Processing revenue transactions according to standard policies and procedures; Responding to phone calls and emails; Researching customer questions or account inquiries; Assisting with audits and cash balancing; Setting up or canceling accounts; Data entry and producing standard reports; Operating standard office equipment such as a printers/copiers, scanners, computers, phones, fax machines, etc; Setting up and coordinating meeting logistics.
Reconciling payroll, accounts payable and accounts receivable transactions; Entering invoices and verifying information; Updating and reconciling payment batches; Preparing check runs; Processing returned checks; Verifying and reconciling bank statements and accounts; Perform data entry; Responding to vendor questions; Performing collections or referring accounts to recovery services; Processing payroll; Running standard financial reports.