Fire Senior Administrative Services Technician

Description

This employment opportunity is open to all qualified candidates.

Only the first 100 qualified applicants will be considered for this employment opportunity.

The City of Oxnard Fire Department is seeking an Extra Help/Temporary Senior Administrative Services Technician with strong technical and customer service skills. Qualified individuals must have knowledge of standard office practices and procedures and be able to communicate information clearly and concisely to a wide range of individuals.

These are temporary positions that aren't expected to last more than 960 hours.

WHAT YOU'LL DO:

• Perform clerical tasks which may include: sorting, routing, scanning and/or filing documents, mail, forms or correspondence; preparing, organizing and distributing forms and routine correspondence.

• Provide reception and customer service by answering and prioritizing calls, greeting customers and providing information and services related to assigned area; responds to inquiries, complaints and requests for information; assists with forms; takes messages; and refers customers to appropriate resources.

• Review, verify and/or enter data and information; run reports; track and maintain activity logs.

• Prepare and process purchase orders, changes orders, reconcile P-Card purchases.

• Review and obtain approval for travel requests

• Contribute to the maintenance and analysis of assigned accounts and other account subsystems such as accounts payable

PAYROLL TITLE:

Administrative Services Technician, Senior

DISTINGUISHING CHARACTERISTICS:

This classification is distinguished from the Administrative Services Technician in that it performs more advanced processing of transactions and performs basic research, verification and reconciliation of accounts, data and/or other information related to assignment area.

SUPERVISION EXERCISED / SUPERVISION RECEIVED:

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 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 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 internal and external customer service and support; responds to inquiries, complaints and requests for information; performs basic research and gathers required information; and/or refers customers to appropriate resource for more complex requests.

Processes transactions which may include: purchase order/invoice processing; resource requests; processing timesheets; fees/payment processing; account reconciliations; and applications processing.

Enters, reviews, updates, verifies, tracks and/or maintains system data, files, documentation and records related to assignment area; runs and produces routine reports; performs calculations and verifies data.

Prepares, issues and/or distributes correspondence, notices, permits, licenses, forms, documents, reports and/or other records.

Monitors required supplies and equipment maintenance needs; initiates purchase or service requests.

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:

• Performing front-line customer service, public assistance and revenue processing;

• Responding to questions and providing standard information to internal and external customers;

• Evaluating and routing requests;

• Processing revenue transactions according to standard policies and procedures;

• Responding to phone calls and emails;

• Researching customer questions or account inquiries;

• Collecting, processing and reconciling payments;

• Preparing deposits;

• Assisting with audits and cash balancing;

• Setting up or canceling accounts;

• Providing procedural information to customers;

• Printing out bills;

• Entering data and producing standard reports;

• Operating equipment such as a cash register and remittance processor.

Positions assigned to fiscal support may be responsible for:

• Reconciling payroll, accounts payable and accounts receivable transactions;

• Entering invoices and verifying information;

• Updating and reconciling payment batches;

• Preparing check runs;

• Processing returned checks;

• Verifying and reconciling bank statements and accounts;

• Perform data entry;

• Responding to vendor questions;

• Performing collections or referring accounts to recovery services;

• Processing payroll;

• Running standard financial reports.

Minimum Qualifications

EDUCATION:

• High School Diploma or GED

EXPERIENCE:

• Two (2) years of experience in area of assignment

LICENSING/CERTIFICATIONS:

• Valid California Class C Driver's License with a satisfactory driving record

OTHER REQUIREMENTS:

• Must be able to communicate in English effectively 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.

These are temporary positions that aren't expected to last more than 960 hours.

Extra Help employees are "at-will" and are not provided any benefits other than those required by state or federal law.

The list of qualified candidates established from this recruitment may be used to fill full-time, part-time, and temporary assignments for this same position.

This recruitment will be used to fill extra help/temporary vacancies in the City as they arise.

Selected candidate(s) must pass a thorough background investigation.

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.

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 Brenna Perteet at brenna.perteet@oxnard.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.

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.

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.