Administrative Services Specialist

The City of Oxnard's Community Development Department is seeking an Administrative Services Analyst with strong technical skills to be part of the team. The ideal candidates will have experience in data analysis, budgeting, consultant contracts and invoicing, and familiarity with permit processing workflows. WHAT YOU’LL DO: Maintain existing data analysis/reporting tools and develop updates as necessary. Acquire data for reporting performance metrics, develop new reports and procedures. Manage consultant contracts, contract balances, invoicing, and overall consultant coordination. Assist in the implementation of new department-wide software and serve as a key resource for troubleshooting problems, maintaining workflow data, and developing best practices. Acquire and maintain data and perform the necessary analysis for department budgeting purposes. Coordinate with outside departments and agencies regarding financial and permitting data, and other coordination items. Perform other duties of a similar nature and level as assigned. PAYROLL/CLASSIFICATION TITLE: Administrative Services Analyst DISTINGUISHING CHARACTERISTICS: This classification is distinguished from the Administrative Services Coordinator/Support Supervisor in that it performs professional financial, managerial and/or operational analysis work and/or provides professional program analysis, evaluation and administration. SUPERVISION EXERCISED / SUPERVISION RECEIVED: Incumbents may serve as a lead worker, assigning work and monitoring work completion. Receives general supervision and is expected to prioritize work to meet deadlines and to keep the supervisor informed of issues that would impact achievement of a deadline, organizational policy or procedure or in consideration of risk management. 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. 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. This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department. Performs professional financial, managerial and/or operational analysis work and/or provides program coordination and administration of assigned area. Responds to inquiries from internal and external customers; conducts research, audits and/or assessments; provides information, guidance and materials in support of designated programs; troubleshoots issues and resolves problems; and, provides project staff support, liaison services and/or general oversight to designated committees, external stakeholders or project teams. Monitors and ensures compliance with policy, procedures, standards and/or regulations. Gathers information, analyzes data, identifies requirements and trends, and presents findings; prepares, updates and maintains records, reports, presentations, marketing materials and databases; provides recommendations and implements solutions in support of assigned area. Provides analytical support and coordination of special projects, as assigned. Performs other duties of a similar nature and level as assigned. Positions assigned to management analysis/program administration may be responsible for: Performing management analysis and policy support; Developing, designing, coordinating and implementing programs; Managing projects; Conducting financial analyses; Administering contracts; Preparing agenda items for City Council and other boards and commissions; Compiling and analyzing data; Preparing complex reports; Representing the city in professional meetings and/or with other agencies; Writing grant applications; Conducting surveys; Recommending policies and procedures; Participating in the design of new and revised programs, systems, procedures and methods of operations; Coordinating and reviewing transactions; Planning and coordinating safety programs and emergency plans; Performing injury/accident investigations. The following are the minimum qualifications necessary for entry into the classification: EDUCATION AND EXPERIENCE: Associate’s degree (or 60 units working towards a Bachelor’s Degree) in business administration, finance, accounting or a related field, and four (4) years paraprofessional-level experience comparable to an Administrative Services Coordinator/Support Supervisor or an Administrative Services Specialist, Senior with the City of Oxnard in area of assignment; OR Bachelor’s degree in business administration, finance, accounting or a related field, and two (2) years paraprofessional-level experience comparable to an Administrative Services Coordinator/Support Supervisor or Administrative Services Specialist, Senior with the City of Oxnard in area of assignment. NOTE: Depending on assignment, some positions may require a Bachelor’s degree and may not substitute for an Associate’s. OTHER REQUIREMENTS: Must be able to effectively communicate in English, both orally and in writing. The list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments. There is currently one (1) full-time vacancy within the Community Development Department. Selected candidate(s) must pass a thorough background investigation. UNION MEMBERSHIP: Positions in this classification are represented by the Oxnard Mid Managers Association (OMMA). 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. 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. 888-897-7781dhs.gov/e-verify If you have any questions regarding this recruitment, please contact Susie Morales at View email address on click.appcast.io. NOTE: The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice. #J-18808-Ljbffr