Administrative Services Analyst- Extra Help

The City of Oxnard’s Public Works Department is seeking an Administrative Services Analyst with strong technical and customer service skills to be part of the team. This individual must be comfortable assessing priorities, developing reports and delivering information, and communicating with staff at all levels of the organization. The ideal candidate will have public sector experience with exposure to grants, contracts, and fiscal analysis.

WHAT YOU'LL DO: 

• Perform highly responsible administrative staff assistance within the Public Works Administrative Office; conduct comprehensive administrative and budgetary analysis; prepare reports and recommendations relative to assigned area of responsibility; prepare financial forecasting reports; prepare segments of the annual budget; participate in developing and implementing various programs and related contracts; participate in Task Force Meetings

• Assist with developing and evaluating plans, work processes, systems and procedures to achieve annual goals, objectives and work standards for the Public Works Department

• Provide day-to-day leadership and work with staff to ensure a high-performance, customer service-oriented work environment that supports achieving the department's and the City's mission, objectives and values

• Provide assistance with the coordination, tracking, reporting, and analysis of grant administration

• Provide assistance with the coordination, tracking, and reporting of inventory and asset management

PAYROLL TITLE: 

ZTemp-Administrative Services Analyst

DISTINGUISHING CHARACTERISTICS:

This classification is distinguished from the Administrative Services Coordinator/Support Supervisor in that it performs professional financial, managerial, and/or operational analysis work and/or provides professional program analysis, evaluation, and administration.

SUPERVISION RECEIVED/SUPERVISION EXERCISED: 

Incumbents may serve as a lead worker, assigning work and monitoring work completion. Receives general supervision and is expected to prioritize work to meet deadlines and to keep the supervisor informed of issues that would impact achievement of a deadline, organizational policy or procedure, or in consideration of risk management.

PLEASE NOTE:

Extra-Help positions are not expected to last more than 960 hours. Under the terms of the City's benefits plan and policies, this position is not eligible for benefits due to the short duration of employment. In this position, employment with the City of Oxnard is at will, and those selected for temporary placement retain the option, as does the City of Oxnard, to end employment at any time, with or without notice and with or without cause. The City does not offer hybrid or remote work.

These class specifications represent only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.

• Performs professional financial, managerial and/or operational analysis work and/or provides program coordination and administration of assigned area.

• Responds to inquiries from internal and external customers; conducts research, audits and/or assessments; provides information, guidance and materials in support of designated programs; troubleshoots issues and resolves problems; and, provides project staff support, liaison services and/or general oversight to designated committees, external stakeholders or project teams. Monitors and ensures compliance with policy, procedures, standards and/or regulations.

• Gathers information, analyzes data, identifies requirements and trends, and presents findings; prepares, updates and maintains records, reports, presentations, marketing materials and databases; provides recommendations and implements solutions in support of assigned area.

• Provides analytical support and coordination of special projects, as assigned.

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

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

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

• Performing management analysis and policy support;

• Developing, designing, coordinating and implementing programs;

• Managing projects;

• Conducting financial analyses;

• Administering contracts;

• Preparing agenda items for City Council and other boards and commissions;

• Compiling and analyzing data;

• Preparing complex reports;

• Representing the city in professional meetings and/or with other agencies;

• Writing grant applications;

• Conducting surveys;

• Recommending policies and procedures;

• Participating in the design of new and revised programs, systems, procedures and methods of operations;

• Coordinating and reviewing transactions;

• Planning and coordinating safety programs and emergency plans;

• Performing injury/accident investigations.

Positions assigned to procurement may be responsible for:

• Coordinating the purchase of equipment, services, supplies or materials for the city;

• Developing specifications and solicitations;

• Evaluating and recommending action on bids and proposals;

• Receiving and processing requisitions;

• Preparing, evaluating and recommending action on bid documents;

• Administering cooperative purchasing agreements;

• Negotiating contracts;

• Assisting with preparation of specifications, proposals, evaluations and awards;

• Coordinating disposition of surplus property;

• Developing and maintaining vendor relationships;

• Ensuring compliance with policies and procedures.

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

EDUCATION AND EXPERIENCE:

• Associate’s degree (or 60 units working towards a Bachelor’s Degree) in business administration, finance, accounting or a related field, and four (4) years of paraprofessional-level experience comparable to an Administrative Services Coordinator/Support Supervisor or an Administrative Services Specialist, Senior with the City of Oxnard in the area of assignment; OR 

• Bachelor’s degree in business administration, finance, accounting or a related field, and two (2) years paraprofessional-level experience comparable to an Administrative Services Coordinator/Support Supervisor or Administrative Services Specialist, Senior with the City of Oxnard in area of assignment. 

LICENSING/ CERTIFICATIONS:

• None required

OTHER REQUIREMENTS:

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

Extra Help employees are "at-will" and are not provided any benefits other than those required by state or federal law.  

APPLICATION PROCESS: 

• Submit a 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 list of qualified candidates established from this recruitment may be used to fill other full-time, part-time, and temporary assignments. The eligibility list established from this recruitment is to fill this position only. 

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

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.

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 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 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 Susie Morales 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.