Senior Housing Specialist

• Assists in coordination and administration of major functions within the Public Housing Program.

• Addresses tenant inquiries, resolves lease violations, and coordinates evictions or legal actions when necessary.

• Leads and assists subordinates engaged in providing low-cost housing-related services such as calculating rents, accepting applications, determining eligibility for program participation, and collection of rent. 

• Provides training to lower-level personnel in the areas of work; ensures adherence to safe work methods, procedures, and practices; identifies training opportunities and needs; makes recommendations to higher-level staff. 

• Performs the more difficult and complex housing authority program duties of assigned work unit including evaluating applications and approving additions to waiting lists, coordinating and overseeing recertification, and implementing program changes in compliance with HUD regulation changes.  

• Participates in the development of policies and procedures; reviews and interprets local, state, and federal housing laws, rules, and regulations. 

• Actively participates in the quality control of work completed by lower-level personnel.

• Engages in the recruitment and selection process of new employees.

• Performs related duties as assigned.

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-5:00pm.  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 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.

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. 

The following are the minimum qualifications 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 

LICENSE/CERTIFICATION:

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

OTHER REQUIREMENTS:

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

• Candidates who hold a foreign degree will be required to provide official documentation verifying degree equivalency or matriculation upon hire, depending on the position’s requirements.

For information on degree evaluation and matriculation options, please visit https://naces.org/members/

HIGHLY DESIRABLE:

• Bilingual- Spanish

APPLICATION PROCESS:

• Submit NEOGOV/Government Jobs online 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 eligibility list established from this recruitment is to fill this position only. There is currently one (1) full-time vacancy within the Housing Department. 

Selected candidate(s) must pass a thorough reference check and background investigation. Some positions that work with or have access to the Police Department may require a polygraph exam. Select positions may require candidates to undergo a pre-employment medical and/or psychological evaluation. 

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. 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. Internal applicant probationary periods will be governed by the applicable MOU. 

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.

This position is  governed by the overtime provisions of the federal Fair Labor Standards Act and is eligible for overtime pay.  

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 the 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 [email protected].

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.