Administrative Services Coordinator - Citywide Promotional Only

*This recruitment is only open to current City of Oxnard employees* 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. Serve as a liaison between departments, vendors, contractors, and stakeholders to support efficient procurement and contract management processes. Assist 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. These class specifications represent only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.

CORE RESPONSIBILITIES

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.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE

Researching, collecting and compiling data. Performing basic statistical analyses. Overseeing office purchasing processes. Participating in the solicitation process. Performing administrative support, including calendaring, filing, managing correspondence, and arranging travel. Performing financial transaction processing, including monitoring budget activity. Serving as the first point of contact and representative of an area or function on behalf of an executive.

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.

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 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. For more information on E-Verify, please contact DHS. View phone number on click.appcast.io dhs.gov/e-verify

QUESTIONS

For any questions regarding this recruitment, please contact Susie Morales at View email address on click.appcast.io. #J-18808-Ljbffr City of Oxnard