Administrative Services Specialist - Citywide Promotional

Administrative Services Specialist

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.

WHAT YOU'LL DO:

• 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

PAYROLL/CLASSIFICATION TITLE: Administrative Services Specialist

DISTINGUISHING CHARACTERISTICS:

This classification is distinguished from the Administrative Services Technician, Senior in that it performs paraprofessional work in support of specialized functions, processes complex transactions, handles escalated issues and may serve as a lead worker making assignments and monitoring work.

SUPERVISION EXERCISED / SUPERVISION RECEIVED:

As assigned, incumbents may serve as a lead worker, assigning work and monitoring work completion. 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 8:00 am to 6:00 pm and alternating Fridays 8:00 am to 5:00 pm. 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

(This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.)

• 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.

Minimum Qualifications

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

• 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

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

LICENSING/CERTIFICATIONS:

• Some positions may require the possession of or ability to obtain a valid Class C California driver's license

OTHER REQUIREMENTS:

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

General Information

APPLICATION PROCESS:

• Submit NEOGOV/Government Jobs on-line 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. 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-enabled tools; therefore, 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. 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 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. 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 click.appcast.io dhs.gov/e-verify If you have any questions regarding this recruitment, please contact Raul Almanza at View email address on click.appcast.io .