Administrative Services Specialist - Citywide Promotional

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

The City of Oxnard is seeking detail-oriented and customer-focused Administrative Services Specialists to establish an eligibility list for current and future vacancies across multiple departments. In this dynamic role, you will provide essential administrative and operational support, help maintain critical records and documentation, and serve as a key point of contact for both internal staff and the public.

• Organizes and maintains administrative files and records, resolutions, ordinances, contracts, agreements, and other official documents;
• Prepares, types, and edits correspondence, staff reports, agenda reports, meeting minutes, and statutory correspondence;
• Maintains user database;
• Provides counter support as needed; answers calls, screens visitors, and refers parties to appropriate personnel; assists customers at a public counter and by telephone; responds to complaints and directs parties to appropriate personnel

Administrative Services Specialist

This classification is distinguished from the Administrative Services Technician, Senior in that it performs paraprofessional work in support of specialized functions, processes complex transactions, handles escalated issues and may serve as a lead worker making assignments and monitoring work.

As assigned, incumbents 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.

The normal work week is Monday through Thursday 8:00 am to 6:00 pm and alternating Fridays 8:00 am to 5:00 pm. 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.

(This class specification represents only the core areas of responsibilities; specific position assignments will vary depending on the needs of the Department.)

• Provides specialized office work and customer service in support of internal and external customers.
• May serve as a lead worker assigning work and monitoring work completion.
• Researches, reviews and provides resolution to escalated issues and complaints; gathers and reviews related detailed information; determines best communication methods and procedures to resolve issues.
• Reviews and evaluates business processes and procedures; provides recommendations for improved processes and solutions to customer support issues.
• Compiles data and performs basic analysis; provides specialized account support which may include reviewing account history information, resolving discrepancies, and/or making adjustments.
• Updates and maintains files, records, documents and database information; prepares, updates and maintains business process and procedural documentation; prepares audit, financial and/or other summary reports.
• Performs other duties of a similar nature and level as assigned.

Positions assigned to administrative support may be responsible for:

• Processing complex transactions such as payroll and travel;
• Designing and producing documents and promotional materials;
• Updating websites and/or social media information;
• Preparing and/or processing financial transactions and related reports;
• Setting up and maintaining records management systems;
• Processing applications and/or permits related to assignment;
• Coordinating events and associated logistics;
• Assisting with budget tracking/preparation.

Positions assigned to customer service may be responsible for:

• Handling escalated inquiries;
• Researching and adjusting account information;
• Calculating and processing refunds;
• Correcting account errors;
• Assisting with training employees;
• Reconciling funds received;
• Transmitting and posting electronic files.

Positions assigned to housing may be responsible for:

• Maintaining spreadsheets;
• Conducting background checks;
• Determining program eligibility;
• Scheduling and conducting interviews with applicants;
• Making referrals to case managers;
• Responding to client questions and resolving complaints;
• Performing inspections of housing units;
• Making home visits;
• Calculating and processing financial transactions.

Positions assigned to community development may be responsible for:

• Coordinate onsite building operations including security and maintenance;
• Provide imaging support;
• Creating technical graphics and illustrations;
• Producing documents, reports, and presentations;
• Creating charts, tables, and various of forms of…