Administrative Services Specialist - Division Promotion Only - Full-time

About the Department

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

The City of Oxnard is currently conducting an internal recruitment to fill three (3) Administrative Services Specialist positions, each offering a unique opportunity to support essential City operations. These assignments include Cash Management, Licensing, and Utility Billing Each role plays a key part in providing accurate administrative and financial support while delivering excellent customer service to the public and internal departments. Selected candidates will contribute to efficient daily operations through strong attention to detail, effective communication, and the ability to manage multiple priorities in a fast-paced environment.

WHAT YOU'LL 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 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; 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 City’s 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

Payroll/Classification Title: Administrative Services Specialist 

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.

WORK SCHEDULE:  The normal work week is Monday through Thursday 8:00am to 6:00pm and alternating Friday 8:00am-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 is governed by the overtime provisions of the federal Fair Labor Standards Act and is eligible for overtime pay.Position Duties

(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 to customer service may 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.

Minimum Qualifications

The following are the minimum qualifications 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 
• Associate’s 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 

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

LICENSING/CERTIFICATIONS:

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

Other Qualifications

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 are currently three full-time vacancy within the Finance Department - Billing & Licensing Division. 

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.

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,