Administrative Services Coordinator - Citywide Promotional

* This recruitment is only open to current City of Oxnard employees*

The City of Oxnard’s Public Works, Administration 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.

• Prepare and process contracts, purchase orders, task orders, and other agreements.
• Prepare & process contract amendments & contract/purchase order change orders.
• Serve as a liaison between departments, vendors, contractors, and stakeholders to support efficient procurement and contract management processes.
• Assist with the solicitation process for procuring goods and services.
• Prepare financial, statistical, or operational reports as assigned.
• Work closely with other departments to coordinate Procurement activities, monitor the status of assigned work, and consult with management staff on contract issues as needed.
• Provide departmental administrative support services, including answering and referring telephone calls, typing correspondence, and other documents.

Administrative Services Coordinator/Support Supervisor

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.

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.

The normal work week is Monday through Thursday 8:00am to 6:00pm and alternating Fridays 8:00am to 5:00pm. Depending on the area of assignment staff may be assigned to a shift that is outside the standard work hours. This position may be required to be available for 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.

These class specifications represent 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.

• Researching, collecting and compiling data.
• P…