Administrative Services Specialist, Senior

City of Oxnard; Oxnard (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

The City of Oxnard is seeking an Administrative Services Specialist, Senior to manage accounts receivable activities and related financial operations. You will handle billing, payments, and reconciliations, monitor aging, and respond to customer inquiries while ensuring accurate application of funds.

Responsibilities include AR collection notices, CRV account coordination, and supporting accounts payable, revenue tracking, and reporting.

Qualifications

• High School Diploma or GED plus four years related experience; two years paraprofessional support in a similar role.
• Associate’s degree (60 units) in business or related field plus two years paraprofessional support in the same area.
• Proficiency with office automation tools and strong data/document management skills.

Responsibilities

• Manage accounts receivable functions including billing, payments, reconciliation and monitoring balances.
• Monitor AR aging, identify delinquencies and prepare collection notices.
• Process AR payments and allocate to correct accounts.
• Maintain customer account information and holds; approve new accounts as needed.
• Respond to inquiries regarding billing, payments, and account balances.
• Coordinate CRV recycler accounts and maintain records.
• Track and submit waste tire manifests to meet state reporting requirements.
• Provide backup for cash handling, deposits and other financial transactions.
• Support accounts payable, material sales revenue tracking and related reporting.
• Perform other duties to support MRF financial operations.

Skills

Accounts receivable

Billing

Customer service

Education

High School Diploma or GED with 4 years related experience

Associate’s degree or 60 units in related field

Tools

Microsoft Office

Google Workspace

Job description

What you'll do:

• Manage accounts receivable functions for the Materials Recovery Facility (MRF), including customer billing, payment processing, account reconciliation, and monitoring outstanding balances.

• Monitor accounts receivable aging reports, identify delinquent accounts, and prepare and distribute collection notices.

• Review and process accounts receivable payment allocations to ensure funds are accurately recorded and applied to the appropriate accounts.

• Administer customer account holds, process new account approvals, and maintain customer account information and updates.

• Research and respond to customer inquiries and requests related to billing, payments, account balances, and account adjustments.

• Coordinate California Redemption Value (CRV) recycler accounts and maintain associated records.

• Track, process, and submit required waste tire manifests and related documentation to support compliance with state reporting requirements.

• Provide backup support for cash handling, deposit reconciliation, and other financial transactions.

• Support additional fiscal activities, including accounts payable, recycling material sales, revenue tracking, and related financial reporting, as assigned.

• Perform other duties as needed to support overall MRF administrative and financial operations.

Payroll/Classification Title:

Administrative Services Specialist, Senior

Distinguishing Characteristics:

This classification is distinguished from the Administrative Services Specialist in that it serves as a subject matter expert in providing specialized paraprofessional functional/program support and may serve as a lead worker or directly supervise the work of others.

Supervision Exercised / Supervision Received:

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 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 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 management service support in assigned functional area or program; coordinates, reviews and oversees related work and program activities; may work as a liaison with contracted vendors supporting functional programs. May serve as a lead worker assigning and monitoring work completion.

• Receives and responds to internal and external customer inquiries. Researches, analyzes, troubleshoots, and provides information and support related to functional area or program assignment.

• Coordinates, monitors and responds to complex information and record requests; researches related data and information; explains and interprets information related to processes and procedures.

• Prepares, maintains and updates system information, databases, tracking systems, logs, correspondence, and/or other related documents; oversees and provides for the maintenance of files, records, data and functional/program documentation.

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

Position Specific Responsibilities might include:

Positions assigned to fiscal support may be responsible for:

• Performing revenue collection, accounts payable, or payroll preparation activities;

• Overseeing the daily receipt, recording and safekeeping of fees and collections and deposits;

• Reviewing all payable transactions;

• Posting expenditures;

• Processing purchase orders and checks;

• Reviewing and proofing payroll adjustments, entries and rates;

• Calculating pay changes;

• Reviewing accrual register;

• Running payroll reports;

• Reconciling accounts.

Education and Experience

• High School Diploma or GED and four (4) years of related experience, including two (2) years paraprofessional support experience comparable to an Administrative Services Specialist with the City of Oxnard in field related to area of assignment;
• Associate’s degree (or 60 units) in a related field such as business administration, and two (2) years of paraprofessional support experience comparable to an Administrative Services Specialist with the City of Oxnard in field related to area of assignment

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

Licensing/Certifications

• Valid California Class C Driver’s License with a satisfactory driving record.

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-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.

Selected candidate(s) must pass a thorough background investigation.

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

Contact

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.