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

• Performs other duties of a similar nature and level as assigned.

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.