Administrative Services Coordinator

Job Responsibilities : Administrative Services Coordinator

Salary : n

Company : City of Oxnard

Location : Oxnard, CA 93030 US

Educational requirements : Associate Degree

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This recruitment will be open until filled. Early submissions are encouraged. The first review of applications will be on January 05 2023.

The City of Oxnard’s Public Works Department Special Districts 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:

  • Review and process vendor invoices for the Special Districts division
  • Maintain the Special Districts division agreement database
  • Oversee office purchasing processes
  • Post balance and reconcile accounts and analyze budget transactions
  • Act as the main point of contact for the office
  • Coordinate daily/weekly tailgate safety trainings
  • Manage Facilitron reservations
  • Manage and update the division website
Payroll/Classification Title:
Administrative Services Coordinator/Support Supervisor


SUPERVISION EXERCISED/ SUPERVISION RECEIVED:


Direction is provided by higher level administrative or management staff. 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.

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.

WORK SCHEDULE: The normal work week is Monday through Friday 7:30 a.m. to 4:30p.m. 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.

Essential Functions

(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.

Positions assigned to management analysis/program administration may be responsible for:

  • Coordinating the administrative procedural and logistical aspects of programs and projects to assist higher level staff supervisors or managers;
  • Serving as a liaison to functions outside of the assigned department and/or to boards/committees;
  • Processing transactions regarding department/work unit payroll accounts payable/receivable purchase orders and requisitions invoices contracts and personnel forms;
  • Serving as the primary point of contact for information dissemination and data gathering;
  • Preparing newsletters and marketing materials;
  • Providing program-related community education outreach;
  • Assisting with the development and editing of policies and procedures;
  • Coordinating program functions and events;
  • Providing technical assistance and training
Minimum Qualifications

The following are the minimum qualifications necessary for entry into the classification:

EDUCATION :

  • Associate’s degree in a related field such as business administration

EXPERIENCE:

  • Four (4) years of advanced administrative support customer service and paraprofessional analytical work

LICENSING/CERTIFICATIONS:

  • None required
OTHER REQUIREMENTS:
  • Must be able to speak and understand English to effectively communicate with fellow employees customers and vendors
General Information

GENERAL INFORMATION :


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 Works Department.

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 the disabled. 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 you. 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
Ashley Segovia at ashley.segovia@oxnard.org or (805) 200-5450.

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.

Retirement Contributions:

New members (as defined by PEPRA) 2% @ 62; Classic members 2% @ 55. The employee will be required to pay a portion of their annual earnings toward their retirement. The City of Oxnard does not participate in social security.

Vacation Accrual Rates:
Full time employees accrue vacation leave at a rate of 4.39-8.08 hours per pay period based on years of service.

Sick Leave Accrual Rate:
Full time employees accrue sick leave at a rate of 3.70 hours per pay period.

Deferred Compensation:
The City contributes 1% to a deferred compensation program.

Bilingual Pay:
A regular full time employee may receive bilingual pay at the rate of $50.00-$125.00 bi-weekly depending on the level the employee is required to provide bilingual services as determined by the City Manager or designee.

Educational Incentive:
Employees earn educational incentive pay for educational attainments not required by the classification. The educational incentive pay is as follows: Associates degree – 2.5% Bachelor’s degree – 3% Graduate degree – 3.5%

Health and dental:
Employees can choose from a variety of medical plans provided by the City. The City’s contribution to medical coverage is outlined below:

Level One – For employees hired before January 1 2023 the City contributes $1543.00 per month toward medical insurance premiums and an additional $74.21 per month toward dental insurance premiums. Employees will receive cash back if the medical plan they choose is less than the City’s monthly contribution of $1543.00 per month. Employees who waive medical insurance will receive cash back in the amount $1243.00 per month provided they provide proof of other qualifying coverage. Any unused dental premium monies are paid to the employee.
If employees hired prior to January 1 2023 make any changes to their health plan they will be placed in level two.

Level Two – For employees hired on or after January 1 2023 the City will contribute $1774.00 towards medical insurance premiums with no cash back. Employees who waive medical insurance will receive $500.00 per month cash back provided they show proof of other qualifying coverage. The City will continue to provide $74.21 per month towards dental insurance.


Life Insurance:
City employees receive Basic Life Coverage and have the option to purchase additional insurance.

Tuition Reimbursement:
Full-time employees are eligible for 100% reimbursement of the costs of tuition registration fees laboratory fees and books to a maximum of $1000 per fiscal year for work related coursework.
Holidays:
The City observes 12 holidays per year.

Salary
$45337.14 – $88544.14 Annually
Location
Oxnard 93030 CA
Job Type
Full Time
Department
Public Works
Job Number
4165-PW-2212-AS
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