Administrative Services Specialist - Citywide Promotional

City-of-Oxnar; Oxnard (CA); On-site; USD 52,000 - 82,000; Full time

Job summary

City of Oxnard seeks an Administrative Services Specialist to establish an eligibility list for vacancies across departments. You will provide essential administrative and operational support, maintain records, and serve as a key contact for staff and the public.

The role emphasizes customer service, data management, and process improvement. Typical duties include handling payroll-related tasks, preparing reports, and assisting with counter services while adhering to city policies.

Qualifications

• High School Diploma or GED with three years of related experience, including one year of advanced fiscal/administrative support.
• Associate’s degree (60 units) in a related field.
• Must be able to communicate effectively in English.

Responsibilities

• Organize and maintain administrative files and records.
• Prepare and edit staff reports, minutes, and correspondence.
• Provide counter support and assist customers at a public counter.
• Research and resolve escalated issues and complaints.
• Update and maintain databases and records.

Skills

Administrative support

Customer service

Records management

Education

High School Diploma or GED

Associate’s degree in a related field

Job description

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

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.

(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.


• Perform other duties of a similar nature and level as assigned.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

Positions assigned to administrative support may be responsible for:

• Processing complex transactions such as payroll and travel;


• Designing and producing documents and promotional materials;


• Updating websites and/or social media information;


• Preparing and/or processing financial transactions and related reports;


• Setting up and maintaining records management systems;


• Processing applications and/or permits related to assignment;


• Coordinating events and associated logistics;


• Assisting with budget tracking/preparation.

Positions assigned to customer service may be responsible for:

• Handling escalated inquiries;


• Researching and adjusting account information;


• Calculating and processing refunds;


• Correcting account errors;


• Assisting with training employees;


• Reconciling funds received;


• Transmitting and posting electronic files.

Positions assigned to housing may be responsible for:

• Maintaining spreadsheets;


• Conducting background checks;


• Determining program eligibility;


• Scheduling and conducting interviews with applicants;


• Making referrals to case managers;


• Responding to client questions and resolving complaints;


• Performing inspections of housing units;


• Making home visits;


• Calculating and processing financial transactions.

Positions assigned to community development may be responsible for:

• Coordinate onsite building operations including security and maintenance;


• Provide imaging support;


• Creating technical graphics and illustrations;


• Producing documents, reports, and presentations;


• Creating charts, tables, and various of forms of graphical data representations;


• Creating cartographic maps and exhibits;


• Updating websites and/or social media information;


• Researching, analyzing land based data;


• Maintaining and operating a wide range of software and electronic equipment;


• Providing research and analysis for various departmental studies;


• Examining and researching historical records.

Positions assigned to Billing and Licensing may be responsible for:

• Provide customer service in person, by phone, and via email; handle complex and sensitive customer issues and complaints


• Perform clerical and administrative tasks such as data entry, filing, scheduling, correspondence, and office organization


• Process financial transactions including cashiering, point-of-sale payments, account maintenance, and general ledger entries


• Prepare, review, and reconcile financial records, reports, deposits, and accounts receivable data


• Audit and verify billing, payments, account adjustments, and financial documentation for accuracy and compliance


• Manage and support billing functions (e.g., utilities and business tax certificates), including collections and delinquent accounts


• Coordinate with internal departments and external agencies to ensure efficient operations


• Create and manage work orders, reports, and operational documentation


• Monitor and respond to communications; oversee and ensure timely staff responses


• Train, lead, and provide guidance to lower-level staff; provide backup support as needed


• Maintain schedules, appointments, and office supplies with strong attention to detail


• Research, compile, and analyze information to prepare reports and improve processes


• Multitask and prioritize responsibilities effectively in a fast-paced environment


• Perform additional specialized or assigned duties as needed

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;


• 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

UNION MEMBERSHIP:

Positions in this classification are represented by the Service Employees International Union (SEIU).

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. 888-897-7781

dhs.gov/e-verify

If you have any questions regarding this recruitment, please contact Raul Almanza 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.