Billing and Licensing Supervisor

Description

The City of Oxnard’s Billing and Licensing Division is seeking a Billing and Licensing Supervisor who will plan, organize and manage the City's Business Licensing and Utility Billing functions, with an emphasis on Business Licensing function. Activities encompass a variety of fiscal, administrative, and business management oversight including, but not limited to, supervising and monitoring day-to-day operations, development and evaluation of goals and objectives, leading and supervising a team of employees that includes customer service representatives, accounting technicians, support supervisors, management analyst, and business tax compliance inspectors.

WHAT YOU'LL DO:

Provide program oversight and supervision to the Business Licensing Sub-division and Utility Billing Sub-Divisions within the Billing & Licensing Division under Finance Department, with an emphasis on Business Licensing

Supervise Business Licensing and Utility Billing activities, monitoring to ensure adherence to City Codes, policies, and procedures, with an emphasis on Business Licensing

Ensure staff adhere to applicable laws, rules, regulations, City codes, policies and procedures

Plan, assign, schedule, supervise, and evaluate the work of assigned staff

Provide constructive feedback to staff’s work and performance and provide proper guidance and training to staff

Assist the Director of Billing and Licensing Division with administrative and operational work, including work resulting from or related to various information requests from other City agencies, the county, the State, other government agencies, and outside organizations and customers

Perform complex analysis and audit of accounts, including applications and renewals, billing inquiries, and account analyses

Prepare and monitor the budget of the two sub-divisions

Prepare a variety of fiscal and statistical reports including revenue forecasts and cost analyses

Handle and resolve escalated and complex issues and customer complaints

Payroll/Classification Title: Administrative Services Administrator/Supervisor

CLASSIFICATION SUMMARY:

This class is the eighth level in a nine-level Administrative Services series devoted to providing management analysis and oversight; program marketing, outreach and education; fiscal analysis and oversight; and administrative/clerical/customer service support to programs, projects, executive staff and elected officials. Incumbents provide first-level supervision to a minimum of two or more professional level (exempt) employees, or oversee a major financial function or administrative program having broad city-wide impact or serve as a designated subject matter expert, performing complex analysis and/or program administration, which may include providing first or second level supervision to paraprofessional(non-exempt) employees. Decision-making includes providing input into management objectives, establishing work goals and objectives of a unit to carry out management direction, and selecting the method to address a problem or issue, subject to the constraints established by management objectives and direction.

DISTINGUISHING CHARACTERISTICS:

This classification is distinguished from the Administrative Services Analyst, Senior in that it provides staff supervision, oversees a major financial function or administrative program having city-wide impact, or performs complex analysis and/or program administration, serving as a designated subject matter expert.

SUPERVISION EXERCISED / SUPERVISION RECEIVED:

Incumbents may supervise professional, paraprofessional and support level staff including conducting performance evaluations, coordinating training, and implementing hiring, discipline and termination procedures, or may serve as lead workers assigning and monitoring work completion. Receives general supervision and is expected to prioritize work to meet deadlines and to keep the supervisor informed of issues that would impact achievement of a deadline, organizational policy or procedure or inconsideration of risk management.WORK SCHEDULE:

The normal workweek is Monday through Thursday 8:00 am to 6:00 pm and alternating Fridays 8:00 am to 5:00 pm. 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. The standard work environment varies depending on assignment but is typically either dependent on each position which is primarily in an office setting or out in the field. The City does not offer hybrid or remote work.

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 program, project or functional oversight in assigned area; performs complex analysis and oversees advanced management service support activities and processes; monitors, guides and ensures compliance with applicable policies, procedures, processes, standards and regulations.

Serves as a liaison and advisor with internal departments, agencies, and other external organizations, groups and/or representatives; responds to inquiries and requests; manages escalated issues; reviews, recommends and implements solutions to issues.

Recommends, develops and implements policies, procedures and/or processes related to assigned projects, functions and/or programs. Prepares, reviews and maintains a variety of reports, correspondence, forecasts, contracts and/or related fiscal or administrative documentation.

Participates in the development, implementation, monitoring and evaluation of assigned division, program, and/or project budgets and expenditures. Provides procurement recommendations and assists in purchase acquisitions.

Facilitates, coordinates, collaborates and/or participates in meetings with internal and external program/project/function stakeholders.

Performs other duties of a similar nature and level as assigned.

POSITION SPECIFIC RESPONSIBILITIES MIGHT INCLUDE:Positions assigned to management analysis/program administrationmay be responsible for:

Providing advanced journey-level work and staff assistance for the city manager’s office or in the management of a city-wide function;

Overseeing a department/division budget;

Coordinating the procurement process;

Administering contracts;

Conducting public information and outreach including media relations;

Supervising department/division support staff;

Conducting analyses;

Reviewing and approving expenditures;

Preparing billings and coordinating receivables;

Reviewing and/or calculating complex fees;

Managing politically sensitive and/or highly complex projects;

Representing the City to the media.

Minimum Qualifications

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

EDUCATION:

Bachelor’s degree in business administration, finance, accounting or related field

EXPERIENCE:

Five (5) years of journey- level professional experience in the area of assignment and two (2) years of supervisory experience

LICENSING/CERTIFICATIONS:

Some positions may require the possession of or ability to obtain a valid class C California driver's license

OTHER REQUIREMENTS:

Must be able to effectively communicate in English, both orally and in writing.

Bilingual in English and Spanish is highly desirable

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 Finance Department, Billing & Licensing Division.

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

UNION MEMBERSHIP: Positions in this classification are represented by the Oxnard Mid-Managers Association (OMMA).

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.If a candidate accepts a conditional job offer with the City of Oxnard, any and all pending applications for active recruitments with the City of Oxnard will be withdrawn and no longer considered.

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 confirms 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. 888-897-7781dhs.gov/e-verify

If you have any questions regarding this recruitment, please contact Ashley Costello at . 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.