Administrative Services Coordinator - Citywide Promotional

City of Oxnard; Oxnard (CA); On-site; USD 60,000 - 75,000; Full time

Job summary

The City of Oxnard is seeking an Administrative Services Coordinator to provide administrative and analytical support within the Public Works, Engineering Division. The ideal candidate will possess strong technical skills and experience in financial operations while working closely with various departments to ensure effective service delivery. This position requires a thorough understanding of contract processing and budget monitoring, emphasizing the importance of accuracy and efficiency in public service operations.

Qualifications

• Five years of related experience; three years in advanced administrative support.
• Experience handling financial and business operations.
• Proficient in computer use.

Responsibilities

• Prepare and process contracts and agreements.
• Monitor and process project invoices and budget items.
• Provide departmental administrative support.

Skills

Analytical skills

Technical skills

Customer service

Education

High School Diploma or GED

Associate’s degree in business administration

Tools

Microsoft Office

Google tools

Job description

*This recruitment is only open to current City of Oxnard employees*

The City of Oxnard’s Public Works, Engineering 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, contract amendments, purchase orders, task orders and other agreements.

• Prepare & process, contract amendments & construction contract change orders.

• Monitor & process project invoices; review construction project budget items and reports, pay estimates, check & verify calculations and quantities

• Prepare, code and process pay requests for purchase orders, and other accounts payable; match pay requests with purchase orders; request departments to process change orders in accordance with required procedures; check pay requests for accuracy; verify account codes and project numbers; enter data for pay requests into the financial accounting system; code and enter data for investment purchases/sales

• Prepare financial, statistical or operational reports as assigned

• Provide departmental administrative support services, including answering and referring telephone calls, typing correspondence and other documents and opening and distributing mail

• Perform research and answer questions from the public regarding accounts and payments

• Assist with populating contract templates with appropriate project and third-party information and distributing them to internal stakeholders and third-party partners for their review and comment

• Monitor & report budget expenditures

• Prepare travel, safety boot, and tuition reimbursements

• Maintain credit card accounts; process receipts, and reconcile to credit card statements

• Coordinate the activities of the Procurement Department with other departments; follow up on status of work sent to other departments; confer with management staff on contract issues as needed

• Participate in gathering accounting information to prepare invoices for federal, state, and local grants, conservation programs, and other assigned billings

• Participate in financial closing and annual audit

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.

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

• 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:

Positions assigned to administrative support may be responsible for:

• Researching, collecting and compiling data;

• Performing basic statistical analyses;

• Overseeing office purchasing processes;

• Participating in the RFP process;

• Performing administrative support including calendaring, arranging travel, filing and managing correspondence;

• 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.

The following are the minimumqualifications necessary for entry into the classification:

EDUCATION AND EXPERIENCE:

• High School Diploma or GED and five (5) years of related experience, including three (3) years 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 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 a current City of Oxnard employee

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. There is currently one (1) full-time vacancy within the Public Work Department, Engineering Division.

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-based enabled tools, therefore candidates must be proficient and comfortable with computer use to perform functions associated with on-going 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 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. 888-897-7781 dhs.gov/e-verify

If you have any questions regarding this recruitment, please contact Vivian Morales at [e-mail] .

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.