Administrative Services Coordinator/Support Supervisor (Division Promotional Only)

Administrative Services Coordinator/Support Supervisor

The City of Oxnard's Billing and Licensing Division is seeking qualified candidates with strong technical and customer service skills to fill two Administrative Services Coordinator/Support Supervisor positions. These roles offer unique opportunities to support critical City operations. One position is currently vacant, while the second is included in the proposed FY 202627 budget and is contingent upon City Council approval.

One assignment will support Cash Management, and the other will support Utility Billing. Both positions play an important role in delivering accurate administrative and financial services while providing exceptional customer service to both the public and internal departments. Successful candidates will help ensure efficient day-to-day operations through strong attention to detail, effective communication skills, and the ability to manage multiple priorities in a fast-paced environment.

WHAT YOU'LL DO:

Positions assigned to Cash Management will be responsible for:

• Provide backup coverage for staff through assisting customers at the front counter, through phone calls, and via email correspondence
• Provide complex administrative support, assist in providing management analysis work, oversee administrative and fiscal support operations of assigned unit
• Serve as a lead worker, assigning work and monitoring work completion and may supervise staff
• Oversee and provide support in the review, analysis and processing of transactions related to assignment area.
• With a high level of detail, oversee staff's work in handling cashiering duties, point of sale payment processing, data entry, and account maintenance, ensure accuracy, completeness, and compliance with City codes
• Train and perform lead responsibilities over less experienced staff
• Oversee and perform the more difficult tasks
• Prepare accounting related billing information and enters data into financial system for accounts receivable; balances preliminary reports and verifies data, performs reconciliations and auditing function
• Monitor and assist staff's work in preparing and verifying bank deposits, verifying daily bank statements of deposits against records of daily cash transactions
• Reconcile records of payments received for miscellaneous payments from all City departments and divisions to the City's financial system
• Handle the more difficult customer relations situations involving upset and dissatisfied customers, requiring a high degree of sensitivity and the use of sound judgment; responds to complaints from customers and the public and takes action to resolve the complaint
• Respond, and monitor staff responses, to correspondence and telephone calls
• Coordinate activities, procedures, and processes with other City departments to ensure effective collaborations of functions
• Research and assemble information from a variety of sources for preparation of records and reports
• Make arithmetic or statistical calculations; organize and maintain office files; recommend organizational, procedural, and operational improvements
• Perform other specialized duties relative to area of assignment.

Positions assigned to Utility Billing will be responsible for:

• Provide backup coverage to staff through assisting customers at the front counter, through phone calls, and via email correspondence.
• Provide complex administrative support, assists in providing management analysis work, oversees administrative and fiscal support operations of assigned unit
• Serve as a lead worker, assigning work and monitoring work completion and may supervise staff
• Oversee and provide support in the review, analysis, and processing of transactions related to assignment area
• With a high level of detail, oversee staff's work in handling cashiering duties, point of sale payment processing, data entry, and account maintenance, ensure accuracy, completeness, and compliance with City codes
• Train and perform lead responsibilities over less experienced staff
• Handle the more difficult customer relations situations involving upset and dissatisfied customers, requiring a high degree of sensitivity and the use of sound judgment
• Responds to complaints from customers and the public and takes action to resolve the complaint
• Monitor and assist staff's work, including reviewing work orders and other work created by staff members for Public Works and Community Development Departments for accuracy and completeness
• Verify account balances on closed accounts status report to process refund checks or transfers balances to open accounts when appropriate
• Prepare, maintain, and verify various reports for billing accuracy and completeness
• Review information and reports prepared by staff and review adjustments for Public Works, Community Development, and Finance Departments prepared by staff
• Respond, monitor, and assist staff responses to email correspondence and telephone calls
• Research, respond to, and resolve customer concerns and issues related to Utility billing statements and customer accounts in person, by phone, and via email
• Make arithmetic or statistical calculations; organize and maintain office files; recommend organizational, procedural, and operational improvements
• Perform other specialized duties relative to area of assignment

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 work assignment staff may be assigned to a shift that is outside the standard work hours. In addition, this position may be required to be available to work additional hours in response to peaks in workloads and changes in department needs. This position will require some routine/seasonal overtime.