Administrative Services Coordinator - Citywide Promotional Only

Administrative Services Coordinator

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.

WHAT YOU'LL DO:

• 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.

PAYROLL/CLASSIFICATION TITLE:

Administrative Services Coordinator/Support Supervisor

DISTINGUISHING CHARACTERISTICS:

This classification is distinguished from the Administrative Services Specialist, Senior in that it provides complex and advanced administrative support to the City's top executives and/or elected officials; performs paraprofessional management analysis work; or supervises an administrative or fiscal support unit of non-exempt employees.

SUPERVISION EXERCISED / SUPERVISION RECEIVED:

Incumbents may serve as a lead worker, assigning work and monitoring work completion; or may supervise paraprofessional and support level staff. Receives general supervision on routine items which are performed according to established standards and procedures and receives specific work instruction regarding non-routine matters and deadlines.

WORK SCHEDULE:

The normal work week is Monday through Thursday 8:00am to 6:00pm and alternating Fridays 8:00am to 5:00pm. Depending on the area of assignment staff may be assigned to a shift that is outside the standard work hours. This position may be required to be available for additional hours in response to peaks in workloads and changes in department needs. The standard work environment varies depending on assignment but is typically either primarily in an office setting or out in the field. The City does not offer hybrid or remote work.

ESSENTIAL FUNCTIONS:

• 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.

MINIMUM QUALIFICATIONS:

The following are the minimum qualifications necessary for entry into each classification:

EDUCATION AND EXPERIENCE:

• 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.

NOTE:

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

OTHER REQUIREMENTS:

• Must be able to effectively communicate in English, both orally and in writing.
• Must be a current City of Oxnard Employee

APPLICATION PROCESS:

• Submit NEOGOV/Government Jobs online application.
• Complete and submit responses to the supplemental questions, if required.
• Upload resume, cover letter, proof of degree (transcript), or other requested documents.

Your application may be rejected as incomplete if you do not include the relevant information in the online application and include the information only on the resume. Applications and/or Supplemental Questionnaires that state "see my resume" or "see my personnel file" are considered incomplete and will not be accepted. Cover letters and/or optional resumes are not accepted in lieu of a completed application.

The list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments. The eligibility list established from this recruitment is to fill this position only. There is currently one (1) full-time vacancy within the Public Works Department, Administration Division.

Selected candidate(s) must pass a thorough background investigation.

UNION MEMBERSHIP:

Positions in this classification are represented by the Service Employees International Union (SEIU).

NOTE:

For most positions, the City of Oxnard relies on office automation (Microsoft Office/Google) and web-based enabled tools. 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.

This position is governed by the overtime provisions of the federal Fair Labor Standards Act and is eligible for overtime pay.

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.

EQUAL OPPORTUNITY:

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.

REASONABLE ACCOMMODATION:

The City of Oxnard makes reasonable accommodations 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.

LEGAL REQUIREMENT:

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. 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. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, please contact DHS. View phone number on talent.com dhs.gov/e-verify

If you have any questions regarding this recruitment, please contact Susie Morales at View email address on talent.com.