Administrative Services Specialist, Senior

The City of Oxnard's Public Works Department is seeking an experienced Administrative Services Specialist, Senior. The ideal candidate will demonstrate strong administrative, financial, and customer service skills, along with the ability to manage multiple priorities and maintain accurate records in a fast-paced environment.

• 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.

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.

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; OR 
• 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 

LICENSING/CERTIFICATIONS:

Depending on assignment, some positions may require:

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

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 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 raul[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.