Administrative Services Analyst - Public Works

City of Oxnard; Oxnard (CA); On-site; USD 70,000 - 90,000; Full time

Job summary

The City of Oxnard's Public Works Department seeks an Administrative Services Analyst with strong technical, analytical, and customer service skills to join the team. The role emphasizes prioritization, reporting, and cross‑level communication to support department goals.

The ideal candidate has public sector exposure to grants, contracts, and fiscal analysis, and will work within a fast-paced city environment to improve processes and deliver results.

Qualifications

• Public sector experience with grants, contracts, and fiscal analysis.
• Ability to develop reports and financial forecasting.
• Strong written and verbal communication with staff at all levels.

Responsibilities

• Perform administrative staff assistance and conduct budgetary analysis; prepare reports and forecasts.
• Administer grant-funded programs from post-award through closeout; ensure compliance.
• Assist with planning, work processes, and procedures to meet annual goals.
• Provide day-to-day leadership and foster a customer service‑oriented environment.
• Coordinate, track, report, and analyze grant administration activities.

Skills

Analytical skills

Customer service

Report development

Communication

Budget analysis

Education

Associate’s degree (or 60 units towards Bachelor’s)

Bachelor’s degree in business or related field

Job description

The City of Oxnard’s Public Works Department is seeking an Administrative Services Analyst with strong technical, analytical, and customer service skills to be part of the team. This individual must be comfortable assessing priorities, developing reports and delivering information, and communicating with staff at all levels of the organization. The ideal candidate will have public sector experience with exposure to grants, contracts, and fiscal analysis.

WHAT YOU'LL DO:

• Perform highly responsible administrative staff assistance within the Public Works Administrative Office; conduct comprehensive administrative and budgetary analysis; prepare reports and recommendations relative to assigned area of responsibility; prepare financial forecasting reports; prepare segments of the annual budget; participate in developing and implementing various programs and related contracts; participate in Task Force Meetings

• Performs the administration of grant-funded programs from post-award through closeout, including: reporting and reimbursement coordination, compliance oversight; budget management; recordkeeping and coordination; technical support and training.

• Assist with developing and evaluating plans, work processes, systems and procedures to achieve annual goals, objectives and work standards for the Public Works Department

• Provide day-to-day leadership and work with staff to ensure a high-performance, customer service-oriented work environment that supports achieving the department's and the City's mission, objectives and values

• Assist with the coordination, tracking, reporting, and analysis of grant administration

PAYROLL/CLASSIFICATION TITLE:

Administrative Services Analyst

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.

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.

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 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 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.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

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.

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 of paraprofessional-level experience comparable to an Administrative Services Coordinator/Support Supervisor or an Administrative Services Specialist, Senior with the City of Oxnard in the area of assignment; OR

• Bachelor’s degree in business administration, finance, accounting, or a related field, and two (2) years of paraprofessional-level experience comparable to an Administrative Services Coordinator/Support Supervisor or Administrative Services Specialist, Senior with the City of Oxnard in the area of assignment.

OTHER REQUIREMENTS:

• Must be able to effectively communicate in English, both orally and in writing

UNION MEMBERSHIP:

Positions in this classification are represented by the Oxnard Mid Manager’s Association (OMMA).

NOTE:

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

This position is not governed by the overtime provisions of the federal Fair Labor Standards Act and is not 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 within three business days of your scheduled interview or exam 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. 888-897-7781 dhs.gov/e-verify.

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.