Administrative Services Coordinator/Support Supervisor (Division Promotional Only)

•This employment opportunity is only open to current City of Oxnard employees in the Billing and Licensing Division• The City of Oxnard's Billing and Licensing Division is seeking qualified candidates with strong technical and customer service skills to fill two (2) Administrative Services Coordinator/Support Supervisor positions. These roles offer unique opportunities to support critical City operations. One position is currently vacant, while the second is included in the proposed

FY 2026-27

budget and is contingent upon City Council approval. One assignment will support Cash Management, and the other will support Utility Billing. Both positions play an important role in delivering accurate administrative and financial services while providing exceptional customer service to both the public and internal departments. Successful candidates will help ensure efficient day-to-day operations through strong attention to detail, effective communication skills, and the ability to manage multiple priorities in a fast-paced environment.

WHAT YOU'LL DO

Position assigned to Cash Management will be responsible for: Provide backup coverage for staff through assisting customers at the front counter, through phone calls, and via email correspondence Provide complex administrative support, assist in providing management analysis work, oversee administrative and fiscal support operations of assigned unit Serve as a lead worker, assigning work and monitoring work completion and may supervise staff Oversee and provide support in the review, analysis and processing of transactions related to assignment area. With a high level of detail, oversee staff's work in handling cashiering duties, point of sale payment processing, data entry, and account maintenance, ensure accuracy, completeness, and compliance with City codes Train and perform lead responsibilities over less experienced staff Oversee and perform the more difficult tasks Prepare accounting related billing information and enters data into financial system for accounts receivable; balances preliminary reports and verifies data, performs reconciliations and auditing function Monitor and assist staff's work in preparing and verifying bank deposits, verifying daily bank statements of deposits against records of daily cash transactions Reconcile records of payments received for miscellaneous payments from all City departments and divisions to the City's financial system Handle the more difficult customer relations situations involving upset and dissatisfied customers, requiring a high degree of sensitivity and the use of sound judgment; responds to complaints from customers and the public and takes action to resolve the complaint Respond, and monitor staff responses, to correspondence and telephone calls Coordinate activities, procedures, and processes with other City departments to ensure effective collaborations of functions Research and assemble information from a variety of sources for preparation of records and reports Make arithmetic or statistical calculations; organize and maintain office files; recommend organizational, procedural, and operational improvements Perform other specialized duties relative to area of assignment. Position assigned to Utility Billing will be responsible for: Provide backup coverage to staff through assisting customers at the front counter, through phone calls, and via email correspondence. Provide complex administrative support, assists in providing management analysis work, oversees administrative and fiscal support operations of assigned unit Serve as a lead worker, assigning work and monitoring work completion and may supervise staff Oversee and provide support in the review, analysis, and processing of transactions related to assignment area With a high level of detail, oversee staff's work in handling cashiering duties, point of sale payment processing, data entry, and account maintenance, ensure accuracy, completeness, and compliance with City codes Train and perform lead responsibilities over less experienced staff Handle the more difficult customer relations situations involving upset and dissatisfied customers, requiring a high degree of sensitivity and the use of sound judgment Responds to complaints from customers and the public and takes action to resolve the complaint Monitor and assist staff's work, including reviewing work orders and other work created by staff members for Public Works and Community Development Departments for accuracy and completeness Verify account balances on closed accounts status report to process refund checks or transfers balances to open accounts when appropriate Prepare, maintain, and verify various reports for billing accuracy and completeness Review information and reports prepared by staff and review adjustments for Public Works, Community Development, and Finance Departments prepared by staff Respond, monitor, and assist staff responses to email correspondence and telephone calls Research, respond to, and resolve customer concerns and issues related to Utility billing statements and customer accounts in person, by phone, and via email Make arithmetic or statistical calculations; organize and maintain office files; recommend organizational, procedural, and operational improvements Perform other specialized duties relative to area of assignment

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 to 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. This position will require some routine/seasonal overtime. (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; Performing administrative support including calendaring, arranging travel, filing and managing correspondence; Performing financial transaction processing including monitoring budget activity; 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; Serving as the primary point of contact for information dissemination and data gathering; Providing program-related community education outreach; Providing technical assistance and training. Positions assigned to treasury/customer service may be responsible for: Supervising staff Making assignments, scheduling work, training staff and managing performance; Interpreting and analyzing City code related to unlicensed and delinquent business license enforcement; Processing, reviewing and approving applications, permits and renewals; Calculating rates and fees due; 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

NOTE:

To qualify for the educational incentive benefit, candidates must possess a degree level of Bachelor's or above.

OTHER REQUIREMENTS

Must be able to effectively communicate in English, both orally and in writing Must be a current City of Oxnard employee in the Billing and Licensing Division

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) immediate vacancy and two (2) vacancies pending counsel approval in July 2026. 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. 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.

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 Vivian Morales at vivian.morales@oxnard.org .

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.