GovernmentJobs.com
Administrative Services Coordinator
GovernmentJobs.com, Oxnard, California, United States, 93033
Administrative Services Coordinator
The City of Oxnard's Public Works, Administration Division, is seeking an Administrative Services Coordinator with strong technical and analytical skills to be a part of our team. This individual must be comfortable analyzing financial and comprehensive data. The ideal candidate will have experience providing support and assistance for financial and business operations. This position will be responsible for independently performing a wide range of administrative and analytical tasks. WHAT YOU'LL DO: Prepare and process contracts, purchase orders, task orders, and other agreements Prepare & process contract amendments & contract/purchase order change orders. Serves as a liaison between departments, vendors, contractors, and stakeholders to support efficient procurement and contract management processes Prepare financial, statistical, or operational reports as assigned Work closely with other departments to coordinate Procurement activities, monitor the status of assigned work, and consult with management staff on contract issues as needed Provide departmental administrative support services, including answering and referring telephone calls, typing correspondence, and other documents Payroll/Classification Title: Administrative Services Coordinator/Support Supervisor DISTINGUISHING 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 area of assignment staff may be assigned to a shift that is outside the standard work hours. This position may be required to be available for additional hours in response to peaks in workloads and changes in department needs. The standard work environment varies depending on assignment but is typically either primarily in an office setting or out in the field. The City does not offer hybrid or remote work. 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; Participating in the RFP process; Performing administrative support including calendaring, arranging travel, filing and managing correspondence; Performing financial transaction processing including monitoring budget activity; Serving as the first point of contact and representative of an area or function on behalf of an executive. MINIMUM QUALIFICATIONS: The following are the minimum qualifications necessary for entry into the classification: High School Diploma or GED and five (5) years of related experience, including three (3) years advanced administrative support, customer service, and paraprofessional analytical work comparable to an Administrative Services Specialist, Senior in area of assignment; OR Associate's degree (or 60 units) in a related field such as business administration, and three (3) years advanced administrative support, customer service, and paraprofessional analytical work comparable to an Administrative Services Specialist, Senior in area of assignment NOTE: To qualify for the educational incentive benefit, candidates must possess a degree level of Bachelor's or above. OTHER REQUIREMENTS: Must be able to effectively communicate in English, both orally and in writing. 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. Selected candidate(s) must pass a thorough background investigation. Positions in this classification are represented by the Service Employees International Union (SEIU). There is currently one (1) full-time vacancy within the Public Work Department, Administration Division. 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. 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. 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. 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, this employer is required to give you written instructions and an opportunity to contact the Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, please contact DHS. 888-897-7781 dhs.gov/e-verify.
The City of Oxnard's Public Works, Administration Division, is seeking an Administrative Services Coordinator with strong technical and analytical skills to be a part of our team. This individual must be comfortable analyzing financial and comprehensive data. The ideal candidate will have experience providing support and assistance for financial and business operations. This position will be responsible for independently performing a wide range of administrative and analytical tasks. WHAT YOU'LL DO: Prepare and process contracts, purchase orders, task orders, and other agreements Prepare & process contract amendments & contract/purchase order change orders. Serves as a liaison between departments, vendors, contractors, and stakeholders to support efficient procurement and contract management processes Prepare financial, statistical, or operational reports as assigned Work closely with other departments to coordinate Procurement activities, monitor the status of assigned work, and consult with management staff on contract issues as needed Provide departmental administrative support services, including answering and referring telephone calls, typing correspondence, and other documents Payroll/Classification Title: Administrative Services Coordinator/Support Supervisor DISTINGUISHING 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 area of assignment staff may be assigned to a shift that is outside the standard work hours. This position may be required to be available for additional hours in response to peaks in workloads and changes in department needs. The standard work environment varies depending on assignment but is typically either primarily in an office setting or out in the field. The City does not offer hybrid or remote work. 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; Participating in the RFP process; Performing administrative support including calendaring, arranging travel, filing and managing correspondence; Performing financial transaction processing including monitoring budget activity; Serving as the first point of contact and representative of an area or function on behalf of an executive. MINIMUM QUALIFICATIONS: The following are the minimum qualifications necessary for entry into the classification: High School Diploma or GED and five (5) years of related experience, including three (3) years advanced administrative support, customer service, and paraprofessional analytical work comparable to an Administrative Services Specialist, Senior in area of assignment; OR Associate's degree (or 60 units) in a related field such as business administration, and three (3) years advanced administrative support, customer service, and paraprofessional analytical work comparable to an Administrative Services Specialist, Senior in area of assignment NOTE: To qualify for the educational incentive benefit, candidates must possess a degree level of Bachelor's or above. OTHER REQUIREMENTS: Must be able to effectively communicate in English, both orally and in writing. 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. Selected candidate(s) must pass a thorough background investigation. Positions in this classification are represented by the Service Employees International Union (SEIU). There is currently one (1) full-time vacancy within the Public Work Department, Administration Division. 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. 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. 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. 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, this employer is required to give you written instructions and an opportunity to contact the Department of Homeland Security (DHS) or Social Security Administration (SSA) so you can begin to resolve the issue before the employer can take any action against you, including terminating your employment. Employers can only use E-Verify once you have accepted a job offer and completed the Form I-9. For more information on E-Verify, please contact DHS. 888-897-7781 dhs.gov/e-verify.