Senior Administrative Services Specialist

Only the first 50 qualified applicants will be considered for this employment opportunity**

The City of Oxnards Fire Departmentis seeking a Senior Administrative Services Specialist who is result-oriented possesses a great attitude demonstrates creativity and innovation works efficiently shows a record of success and has a PASSION for public service. The ideal candidate will have strong technical and customer service skills knowledge of standard office practices and procedures and be able to communicate information clearly and concisely with a wide range of individuals. This position will be responsible for providing advanced administrative and technical support to the Fire Departments Certified Unified Program Agency (CUPA) to ensure efficient program operations and regulatory compliance.

WHAT YOULL DO MAY INCLUDE:

• Provide administrative support by performing a wide range of administrative tasks in support of CUPA operations.

• Prepare and process CUPA-related billing and accounts receivable transactions track payments reconcile accounts and coordinate with Finance to resolve discrepancies.

• Provide technical guidance to regulated facilities on the California Environmental Reporting System (CERS) submittals and assist in maintaining accurate records.

• Assist with enforcement-related activities.

• Create format and distribute informational materials guidance documents and public notices to educate the regulated community and general public.

• Serve as a primary point of contact for regulated businesses and the public responding to inquiries in person by phone and electronically in a timely and professional manner.

• Compile data for program reports prepare statistical summaries and assist in meeting state and local reporting requirements.

• Coordinate and participate in special assignments and projects to improve operational efficiency and enhance public awareness.

• Perform other duties as assigned.

PAYROLL/CLASSIFICATION TITLE:

Administrative Services Specialist Senior

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.

WORK SCHEDULE:

The normal work week is Monday-Thursday 8:00am - 6:00pm and alternate Fridays 8:00am - 5:00pm. This position may be required to be available to work additional hours as needed to respond to workload needs. This position is governed by the overtime provisions of the federal Fair Labor Standards Act and is eligible for overtime pay.

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:

• Preparing and processing billing accounts receivable activities and tracking payments;

• Reconciling accounts.

• Reviewing work and ensuring that policies and procedures are properly implemented;

• Reviewing and approving applications and related files;

• Ensuring that records are maintained and updated;

• Gathering and compiling data;

• Other duties as assigned.

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

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
• Associates 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:

• Valid California Class C Drivers License with a satisfactory driving record may be required.

• Must be able to effectively communicate in English both orally and in writing.
• Bilingual in English and Spanish is highly desirable.

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 in the Fire Department.

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

UNION MEMBERSHIP:Positions in this classification are represented by theService 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 Citys 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. you have any questions regarding this recruitment please contact Brenna Perteet at .

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