Apply on Employer Site

NEOGOV · 3 months ago

Administrative Services Coordinator/Support Supervisor

Oxnard 93030, CA

Full-time

Onsite

Mid, Senior Level

$31K/yr - $47K/yr

5+ years exp

The City of Oxnard’s City Attorney’s Office is seeking an Administrative Services Coordinator/Support Supervisor to join their team. In this key role, you will oversee daily administrative operations, provide legal support, and supervise support staff to ensure efficiency and professionalism in office management.

GovTechHuman ResourcesInformation TechnologySoftware

No H1B

U.S. Citizen Only

Responsibilities

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

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

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

Provides complex administrative support, assists in providing management analysis work and/or oversees administrative or fiscal support operations of assigned unit

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

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

Qualification

Advanced administrative supportLegal document preparationSupervisory skillsBudget preparationLegal researchCustomer serviceData analysisRecords managementTechnical assistanceTraining skillsEffective communicationTeam collaborationProblem-solving

Required

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

Possession of, or the ability to obtain, a valid class C California driver's license

Preferred

California Notary Public Certification as a California Notary Public is desirable

Benefits

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 $1,956.00 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.