Administrative Services Coordinator/Support Supervisor

This recruitment is open until filled. Early submissions are encouraged as applications will be reviewed on a regular and ongoing basis.

The City of Oxnard’s City Attorney’s Office is seeking an Administrative Services Coordinator/Support Supervisor to join our team. In this key role, you will oversee the daily administrative and support operations of the department, ensuring efficiency and professionalism in all aspects of office management. The position involves performing complex, sensitive, and confidential legal and administrative functions, while also providing leadership, supervision, and guidance to support staff.

Administrative & Office Management

• Oversee daily administrative operations and workflow for the City Attorney’s Office.

• Coordinate City Council and closed session agenda items and related documentation.

• Manage records retention and maintenance of legal and office files.

• Assist with budget preparation, purchasing, invoicing, and payroll processing.

• Collaborate with Special Counsel and City departments on public liability cases and information sharing.

• Maintain law library resources and ensure technology and systems are up to date.

• Administer professional services agreements and coordinate legal/insurance review of City contracts

• Answer and screen phone calls and visitors; route inquiries appropriately

Legal Support

• Prepare a variety of office and legal documents (opinions, memoranda, pleadings, leases, contracts, ordinances, resolutions, proclamations, and correspondence)

• Conduct legal research, verify citations, and organize case files for hearings and trials.

• Maintain and calendar court dates, deadlines, and meetings.

• Assist city departments with legal references and document preparation.

• File, serve, and record legal documents; set up and maintain legal files for lawsuits, projects, and opinions; organize documents for depositions, hearings, trials, and appeals

Supervisory Duties

• Train, supervise, and evaluate support staff within the City Attorney’s Office.

• Develop work plans, assign tasks, and ensure timely, accurate completion of assignments

• Participate in recruitment, performance evaluation, and workflow planning.

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.

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 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;
• Processing transactions regarding department/work unit payroll, accounts payable/receivable, purchase orders and requisitions, invoices, contracts and personnel forms;
• Serving as the primary point of contact for information dissemination and data gathering;
• Performing administrative support including calendaring, arranging travel, filing and managing correspondence;
• Performing financial transaction processing including monitoring budget activity;
• Assisting with the development and editing of policies and procedures;
• Coordinating program functions and events;
• Providing technical assistance and training.

Minimum Qualifications

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

EDUCATION AND EXPERIENCE:

• 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

LICENSING/CERTIFICATIONS:

• License: Possession of, or the ability to obtain, a valid class C California driver’s license.
• Certification: California Notary Public Certification as a California Notary Public is desirable.

General Information

• 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 one (1) upcoming full-time vacancy within the City Attorney's Office.

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.

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.

If you have any questions regarding this recruitment, please contact Jackie Ramos at jackie.ramos@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.