Administrative Services Specialist Division Promotion Only

NOTE: This employment opportunity is open only to current City of Oxnard employees within the Billing and Licensing Division.

WHAT YOULL DO:

When Assigned to Cash Management:

• Assist customers at the front counter through phone calls and via email correspondence

• Perform general clerical duties including data entry filing mailing correspondence scheduling meetings handling emails answering phones and welcoming customers

• Provide backup coverage for other department support staff on a relief basis

• With a high level of detail handle cashiering point of sale payment processing data entry account maintenance and general ledger journal entries for assets liabilities revenues and expenses

• Prepare accounting related billing information and enter data into financial system for accounts receivable; balance preliminary reports and verify data perform reconciliations and auditing function

• Prepare and/or verify bank deposits; verify daily bank statements of deposits against records of daily cash transactions; reconcile records of payments received for Utilities Building and Zoning Permits Business Tax Certificates payments to the Citys 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; respond to complaints from customers and the public and take action to resolve the complaint

• Respond and monitor staff responses to correspondence and telephone calls; train and perform lead responsibilities over lower level staff

• Pay strong attention to detail for managing work orders schedules appointments and office supplies

• Multitask and prioritize tasks effectively

• Perform other specialized duties relative to area of assignment

When Assigned to Licensing:

• Assist customers at the front counter through phone calls and via email correspondence

• Handle the more difficult customer relations situations involving upset and dissatisfied customers requiring a high degree of sensitivity and the use of sound judgment; respond to complaints from customers and the public and take action to resolve the complaint

• Respond and monitor staff responses to correspondence and telephone calls.

• Train and perform lead responsibilities over lower level staff

• Oversee and perform the more difficult tasks associated with issuing and collecting billings for the business tax certificate taxes

• Review and audit adjustments to customer accounts; contact customers regarding delinquent accounts; assist staff in collections activities; recommend and/or take action on delinquent accounts.

• Explain the Citys business tax certificate requirements to customers by telephone email or in person; lead and train staff who assist customers

• Coordinate activities procedures and processes with other City departments and governmental agencies to ensure effective operations of functions

• Verify documentation determine fees collect payments maintain records and issue business tax certificates

• 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 and recommend organizational procedural and other changes

• Perform other duties as assigned

When Assigned to Utility Billing:

• Assist customers at the front counter through phone calls and via email correspondence

• Provide backup coverage for other department support staff on a relief basis

• With a high level of detail handle cashiering duties point of sale payment processing data entry account maintenance and ensure accuracy and compliance with City code for utility billing

• Handle the more difficult customer relations situations involving upset and dissatisfied customers requiring a high degree of sensitivity and the use of sound judgment; respond to complaints from customers and the public and take action to resolve the complaint

• Create and submit work orders for the Water Division field crews for various reasons; prepare and proof final delinquent notices and distribute them to the Water Division field crew for delivery.

• Verify account balances on closed accounts status report to process refund checks or transfer balances to open accounts when appropriate; prepare maintain and verify a variety of reports for billing accuracy

• Compile information and prepare reports on delinquency accounts and other relevant accounts including backflow; process all adjustments for the Public Works Department and Finance Department

• Respond and monitor staff responses to correspondence and telephone calls; train and perform lead responsibilities over lower level staff

• Research respond to and resolve customer concerns and issues related to Utility billing statements and customer accounts in person by phone and via email

• Perform other specialized duties relative to area of assignment

CLASSIFICATION SUMMARY:

This class is the third level in a nine-level Administrative Services series devoted to providing management analysis and oversight; program marketing outreach and education; fiscal analysis and oversight; and administrative/clerical/customer service support to programs projects executive staff and elected officials. Incumbents perform a broad range of paraprofessional work ranging from routine to specialized office/customer service support involving processing complex transactions and handling escalated customer service requests requiring advanced knowledge and experience using independent initiative to organize and maintain management support systems and office information including budgetary and financial information. Incumbents may assist in training staff and serve as a lead worker by assigning and monitoring work.

DISTINGUISHING CHARACTERISTICS:

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.

SUPERVISION EXERCISED / SUPERVISION RECEIVED:

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.

(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.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

Positions assigned tocustomer servicemay 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.

The following are theminimumqualifications necessary for entry into the classification:

EDUCATION AND EXPERIENCE:

• High School Diploma or GED and three (3) years of related experience including one (1) year of advanced fiscal/administrative support experience comparable to an Administrative Services Technician Senior with the City of Oxnard in area of assignment;OR
• Associates degree (or 60 units) in a related field and one (1) year of advanced fiscal/administrative support experience comparable to an Administrative Services Technician Senior with the City of Oxnard in area of assignment

LICENSING/CERTIFICATIONS:

• Some positions may require the possession of or ability to obtain a valid class C California drivers license

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.