Administrative Services Coordinator/Support Supervisor (Division Promotional Only)

Administrative Services Coordinator/Support SupervisorThis employment opportunity is only open to current City of Oxnard employees in the Billing and Licensing Division.The City of Oxnard's Billing and Licensing Division is seeking qualified candidates with strong technical and customer service skills to fill two Administrative Services Coordinator/Support Supervisor positions. These roles offer unique opportunities to support critical City operations. One position is currently vacant, while the second is included in the proposed FY 202627 budget and is contingent upon City Council approval.One assignment will support Cash Management, and the other will support Utility Billing. Both positions play an important role in delivering accurate administrative and financial services while providing exceptional customer service to both the public and internal departments. Successful candidates will help ensure efficient day-to-day operations through strong attention to detail, effective communication skills, and the ability to manage multiple priorities in a fast-paced environment.Position assigned to Cash Management will be responsible for:Provide backup coverage for staff through assisting customers at the front counter, through phone calls, and via email correspondenceProvide complex administrative support, assist in providing management analysis work, oversee administrative and fiscal support operations of assigned unitServe as a lead worker, assigning work and monitoring work completion and may supervise staffOversee and provide support in the review, analysis and processing of transactions related to assignment area.With a high level of detail, oversee staff's work in handling cashiering duties, point of sale payment processing, data entry, and account maintenance, ensure accuracy, completeness, and compliance with City codesTrain and perform lead responsibilities over less experienced staffOversee and perform the more difficult tasksPrepare accounting related billing information and enters data into financial system for accounts receivable; balances preliminary reports and verifies data, performs reconciliations and auditing functionMonitor and assist staff's work in preparing and verifying bank deposits, verifying daily bank statements of deposits against records of daily cash transactionsReconcile records of payments received for miscellaneous payments from all City departments and divisions to the City's financial systemHandle the more difficult customer relations situations involving upset and dissatisfied customers, requiring a high degree of sensitivity and the use of sound judgment; responds to complaints from customers and the public and takes action to resolve the complaintRespond, and monitor staff responses, to correspondence and telephone callsCoordinate activities, procedures, and processes with other City departments to ensure effective collaborations of functionsResearch and assemble information from a variety of sources for preparation of records and reportsMake arithmetic or statistical calculations; organize and maintain office files; recommend organizational, procedural, and operational improvementsPerform other specialized duties relative to area of assignment.Position assigned to Utility Billing will be responsible for:Provide backup coverage to staff through assisting customers at the front counter, through phone calls, and via email correspondence.Provide complex administrative support, assists in providing management analysis work, oversees administrative and fiscal support operations of assigned unitServe as a lead worker, assigning work and monitoring work completion and may supervise staffOversee and provide support in the review, analysis, and processing of transactions related to assignment areaWith a high level of detail, oversee staff's work in handling cashiering duties, point of sale payment processing, data entry, and account maintenance, ensure accuracy, completeness, and compliance with City codesTrain and perform lead responsibilities over less experienced staffHandle the more difficult customer relations situations involving upset and dissatisfied customers, requiring a high degree of sensitivity and the use of sound judgmentResponds to complaints from customers and the public and takes action to resolve the complaintMonitor and assist staff's work, including reviewing work orders and other work created by staff members for Public Works and Community Development Departments for accuracy and completenessVerify account balances on closed accounts status report to process refund checks or transfers balances to open accounts when appropriatePrepare, maintain, and verify various reports for billing accuracy and completenessReview information and reports prepared by staff and review adjustments for Public Works, Community Development, and Finance Departments prepared by staffRespond, monitor, and assist staff responses to email correspondence and telephone callsResearch, respond to, and resolve customer concerns and issues related to Utility billing statements and customer accounts in person, by phone, and via emailMake arithmetic or statistical calculations; organize and maintain office files; recommend organizational, procedural, and operational improvementsPerform other specialized duties relative to area of assignmentPAYROLL/CLASSIFICATION TITLE: Administrative Services Coordinator/Support SupervisorDISTINGUISHING CHARACTERISTICS: This classification is distinguished from the Administrative Services Specialist, Senior in that it provides complex and advanced administrative support to the City's top executives and/or elected officials; performs paraprofessional management analysis work; or supervises an administrative or fiscal support unit of non-exempt employees.SUPERVISION EXERCISED / SUPERVISION RECEIVED: Incumbents may serve as a lead worker, assigning work and monitoring work completion; or may supervise paraprofessional and support level staff. 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 Fridays 8:00am to 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.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 complex administrative support, assists in providing management analysis work and/or oversees administrative or fiscal support operations of assigned unit. May serve as a lead worker, assigning work and monitoring work completion; or may supervise staff.Oversees and provides support in the review, analysis and processing of transactions related to assignment area.Reviews and resolves issues and complaints; facilitates collaborative efforts and effective resource utilization; interfaces with internal and external stakeholders to provide quality service and support related to assigned area.Performs research, gathers pertinent information, tracks and analyzes data, and prepares reports and documents; may prepare agenda items; maintains financial and business reports; assists with procuring goods and services; monitors, maintains and reviews operating expenses, account assignments and/or budget reporting.Maintains and oversees the maintenance of databases, website content, files, records and/or departmental documentation; ensures adherence with records retention policies and procedures.Performs other duties of a similar nature and level as assigned.POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:Positions assigned to administrative support may be responsible for:Researching, collecting and compiling data;Performing basic statistical analyses;Overseeing office purchasing processes;Performing administrative support including calendaring, arranging travel, filing and managing correspondence;Performing financial transaction processing including monitoring budget activity;Positions assigned to management analysis/program administration may be responsible for:Coordinating the administrative, procedural and logistical aspects of programs and projects to assist higher level staff, supervisors or managers;Serving as a liaison to functions outside of the assigned department and/or to boards/committees;Serving as the primary point of contact for information dissemination and data gathering;Providing program-related community education outreach;Providing technical assistance and training.Positions assigned to treasury/customer service may be responsible for:Supervising staffMaking assignments, scheduling work, training staff and managing performance;Interpreting and analyzing City code related to unlicensed and delinquent business license enforcement;Processing, reviewing and approving applications, permits and renewals;