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SalaryThe City of Oxnard’s Billing and Licensing Department is seeking an Administrative Services Specialist with strong technical and leadership skills. The ideal candidate will demonstrate excellence in Customer Service.
WHAT YOU’LL DO:
- Process business license applications/renewals and issue permits for various professions and select businesses.
- Monitors the collections of utility bills and business taxes; reviews periodic reports of current and delinquent accounts; contacts customers in a professional manner regarding delinquent accounts; assists staff in collection activities; recommends and/or takes action on delinquent accounts.
- Prepares accounting related billing and licensing information and enters data into financial system for accounts receivable; balances preliminary reports and verifies data, performs reconciliations and auditing function.
- Handles 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 complaint; receives, responds and monitors staff responses to correspondence and telephone calls; trains and performs lead responsibilities over lower level staff.
- Assist in the performance of the more difficult accounting related tasks associated with the issuance and collection of the City's utility service, licenses, taxes and fees; reviews and audits adjustments to customer accounts; reviews, researches and resolves problems identified on tentative billings; releases and generates such billings to be mailed to customers.
- Explains the City's business tax certificate and licensing requirements to customers by telephone and in person; monitors and aids in staff training of those that assist customers.
- Assists in the coordination of activities, procedures and processes with other City departments and governmental agencies to ensure effective operations of functions.
- Verifies documentation, determines fees, collects payments; maintains records and issues business tax certificates, licenses and other related permits.
- Researches and assembles information from a variety of sources for preparation of records and reports; performs arithmetical or statistical calculations; organizes and maintains office files and recommends organizational, procedural and other changes.
- Attends meetings.
- Oversees the collection activities. Cross trains for Utility Billing and Cash Management duties.
CLASSIFICATION/PAYROLL TITLE:
Administrative Services Specialist
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 Fridays 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.
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 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.
.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:
High School Diploma or GED.
EXPERIENCE:
- Four years of advanced administrative support experience in area of assignment.
Highly Desired:
- Bilingual (English/Spanish)
OTHER REQUIREMENTS:
- Must be able to effectively communicate in English, both orally and in writing
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.
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 is currently one (1) full-time vacancy within the Billing and Licensing Department.
The 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, this employer is required to give you written instructions and an opportunity to contact 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
If you have any questions regarding this recruitment, please contact Annette Adams at 805-200-5448 or by email at annette.adams@oxanrd.org.
NOTE: The provisions of this bulletin do not constitute an expressed or implied contract. Any provision contained in this bulletin may be modified or revoked without notice.
Retirement Contributions:
New members (as defined by PEPRA), 2% @ 62; "Classic" members 2% @ 55. The employee will be required to pay a portion of their annual earnings toward their retirement. The City of Oxnard does not participate in social security.
New members (as defined by PEPRA), 2% @ 62; "Classic" members 2% @ 55. The employee will be required to pay a portion of their annual earnings toward their retirement. The City of Oxnard does not participate in social security.
Vacation Accrual Rates:
Full time employees accrue vacation leave at a rate of 4.39-8.08 hours per pay period based on years of service.
Sick Leave Accrual Rate:
Full time employees accrue sick leave at a rate of 3.70 hours per pay period.
Deferred Compensation:
The City contributes 1% to a deferred compensation program.
Bilingual Pay:
A regular full time employee may receive bilingual pay at the rate of $50.00-$125.00 bi-weekly depending on the level the employee is required to provide bilingual services as determined by the City Manager or designee.
Educational Incentive:
Employees earn educational incentive pay for educational attainments not required by the classification. The educational incentive pay is as follows: Associates degree - 2.5%, Bachelor's degree – 3%, Graduate degree – 3.5%
Health and dental:
Employees can choose from a variety of medical plans provided by the City. The City's contribution to medical coverage is outlined below:
Level One – For employees hired before January 1, 2023, the City contributes $1,543.00 per month toward medical insurance premiums and an additional $74.21 per month toward dental insurance premiums. Employees will receive cash back if the medical plan they choose is less than the City’s monthly contribution of $1,543.00 per month. Employees who waive medical insurance will receive cash back in the amount $1,243.00 per month provided they provide proof of other qualifying coverage. Any unused dental premium monies are paid to the employee. If employees hired prior to January 1, 2023 make any changes to their health plan, they will be placed in level two.
Level Two - For employees hired on or after January 1, 2023, the City will contribute $1,863.00 towards medical insurance premiums with no cash back. Employees who waive medical insurance will receive $500.00 per month cash back provided they show proof of other qualifying coverage. The City will continue to provide $74.21 per month towards dental insurance.
Level One – For employees hired before January 1, 2023, the City contributes $1,543.00 per month toward medical insurance premiums and an additional $74.21 per month toward dental insurance premiums. Employees will receive cash back if the medical plan they choose is less than the City’s monthly contribution of $1,543.00 per month. Employees who waive medical insurance will receive cash back in the amount $1,243.00 per month provided they provide proof of other qualifying coverage. Any unused dental premium monies are paid to the employee. If employees hired prior to January 1, 2023 make any changes to their health plan, they will be placed in level two.
Level Two - For employees hired on or after January 1, 2023, the City will contribute $1,863.00 towards medical insurance premiums with no cash back. Employees who waive medical insurance will receive $500.00 per month cash back provided they show proof of other qualifying coverage. The City will continue to provide $74.21 per month towards dental insurance.
Life Insurance:
City employees receive Basic Life Coverage and have the option to purchase additional insurance.
Tuition Reimbursement:
Full-time employees are eligible for 100% reimbursement of the costs of tuition, registration fees, laboratory fees, and books to a maximum of $1,000 per fiscal year for work related coursework.
Holidays:
The City observes 12 holidays per year.
