Senior Administrative Services Specialist The City of Oxnard is seeking experienced Senior Administrative Services Specialists with strong multitasking and customer service skills to create an eligibility list for current and future openings across multiple departments. 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. Essential Functions (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 : Positions assigned to fiscal support may be responsible for: Performing revenue collection, accounts payable, or payroll preparation activities; Overseeing the daily receipt, recording and safekeeping of fees and collections and deposits; Reviewing all payable transactions; Posting expenditures; Processing purchase orders and checks; Reviewing and proofing payroll adjustments, entries and rates; Calculating pay changes; Reviewing accrual register; Running payroll reports; Reconciling accounts. Support daily cash receipts processes, including legacy batch imports into enterprise reporting systems (General Ledger) Maintain, review, and post cash receipt batches for approval and GL recognition Perform daily cash reconciliations between legacy reports and GL/submodule data Assist in digitizing documentation for cash receipts, accounts receivable, and billing modules Create and maintain receivables and support payroll preparation activities Prepare monthly reconciliation sheets for balance sheet and revenue accounts Provide support for accounts receivable and general billing functions as needed Utilize Tyler or similar ERP systems, including reporting and Excel data extraction Positions assigned to housing may be responsible for: Leading or supervising contracted maintenance staff; Making work assignments, 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; Conducting informal hearings and interviews; Providing counseling to applicants; Gathering and compiling data; Meeting with and addressing housing client concerns; Performing investigations and conducting home visits; Developing, coordinating and marketing resident programs and services; Performing case management and outreach with coordinating agencies. Positions assigned to human resources may be responsible for: Organizing and coordinating recruitment activities; Providing assistance to applicants; Processing and tracking vacancy requests; Scheduling interviews; Preparing interview materials and processing job offers; Conducting employee on-boarding process; Assisting employees with benefit questions and processing benefit transactions; Working with benefit providers to resolve discrepancies or issues; Assisting with FMLA documentation; Assisting with retirement/separation consultations; Screening liability insurance certificates for contractor agreements. Minimum Qualifications 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 Associate's 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 NOTE: To qualify for the educational incentive benefit, candidates must possess a degree level of Bachelor's or above. LICENSING/CERTIFICATIONS: Depending on assignment, some positions may require: Valid California Class C Driver's License with a satisfactory driving record. General Information 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 within the Finance Department. 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