Administrative Services Coordinator/Support Supervisor

TheCity of Oxnard's Information Technology Department is seeking an Administrative Services Coordinator/Support Supervisorto join the team. The ideal candidate will be highly organized and have familiarity with IT functions.
WHAT YOU’LL DO:

• 
  Serving as the first point of contact and representative of the IT Director
• Provide overall program administration support including providing information to program staff, assisting and/or overseeing with special projects and maintaining documents and files.
• Assist with procuring goods and services; monitor, maintain and review operating expenses, account assignments and/or budget reporting.
• Oversee the daily operations of the administration section of the IT department, ensuring that administrative tasks are completed efficiently and effectively.
• Assist with departmental budgeting and financial responsibilities, including assisting in the oversight of payroll, accounts payable, travel and tuition reimbursements and other financial responsibilities.
• Perform research and compile reports
• Assisting with the administration and oversight of contracts and purchase orders.

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.

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.

• Provide overall program administration support including providing information to program staff, assisting and/or overseeing with special projects and maintaining documents and files.
• Review, analysis and processing of transactions related to the assignment area.
• Oversee the daily operations of the administration section of the department, ensuring that administrative tasks are completed efficiently and effectively.
• Supervise administrative staff and delegate tasks to ensure office processes run timely and smoothly.
• Assist with departmental budgeting and financial responsibilities, including assisting in the oversight of payroll, accounts payable, travel and tuition reimbursements and other financial responsibilities.
• Demonstrate a full understanding of applicable policies, procedures and work methods associated with assigned duties.
• Communicate effectively with staff, clients, and other stakeholders, relaying important information and responding to inquiries and requests in a timely manner.
• Provide general information and disseminate information regarding City policies, rules and regulations, memorandums of understanding, in a tactful and sensitive manner; refer concerns to appropriate staff member(s) for resolution as it relates to inquiries and complaints.
• Respond to general correspondence and/or electronic communications, compose correspondence, memorandums and reports, and maintain a variety of files, logs, tickler files and reports.
• Perform research, gather pertinent information, track and analyze data, and prepare reports and documents; may prepare agenda items; maintain financial and business reports; assist with procuring goods and services; monitor, maintain and review operating expenses, account assignments and/or budget reporting.
• Perform other duties of a similar nature and level as assigned.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:

Positions assigned to administrative support may be responsible for:

• Performing a wide variety of complex, sensitive, responsible and confidential duties for management-level staff.

• Functioning as an office lead, including the supervision of administrative support staff, oversight of payroll, public records act requests, accounts payable, travel requests, record retention, customer service, office organization, equipment purchases and maintenance.
• Assisting with departmental personnel matters, including workers compensation.
• Assisting with the administration and oversight of contracts and purchase orders.
• Ensuring administrative needs of the department are met.
• Preparing and assisting in the preparation of staff meeting agendas and minutes.
• Preparing support materials for various committees and ensuring appropriate distribution.
• Assisting with the development and updating of office manuals, policies and procedures.
• Assisting in the preparation and development of City Council agenda reports and items, including resolutions.
• Staff onboarding/offboarding.
• Ensuring that the administration team complies with relevant laws, rules and regulations, including those related to safety, privacy and data protection.
• Assistance responding to public record requests.
• Assistance carrying out the duties of the administration team and providing back-up support as needed during times of heavy workload.
• 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 the department head.

• Performs other duties as assigned.

Minimum Qualifications

The following are the minimum qualifications necessary for entry into the classification:

EDUCATION & EXPERIENCE:

• Valid Class C California Drivers License

• Must be able to speak and understand English to effectively communicate with fellow employees, customers, and vendors

• 
  Previous experience assisting an IT department or projects.

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.