About this role
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Job Summary Performs entry-level administrative support or technical program assistance in disseminating information for a variety of functions to include maintaining filing systems, and performing internal administrative support work, accounting, contract development, and accounts payable/receivable. Works under general supervision with moderate latitude for the use of initiative and independent judgement. Job Description Overview The Administrative Specialist I performs entry-level administrative support or technical program assistance in disseminating information for a variety of functions, divisions, or departments.
Essential Functions 1 Prepares, interprets, and disseminates information concerning departmental programs and procedures; prepares, edits, and distributes correspondence, reports, studies, forms, and documents. 2 Participates, assists, and supports in the planning and execution of a department program; develops, coordinates, and maintains record keeping and filing systems; handles petty cash and performs general accounting duties. 3 Assists in the development of administrative or technical policies and procedures for programs, department initiatives, or other projects. 4 Coordinates, organizes, and facilitates meetings, conferences, and seminars for department or division; assists in coordinating work and various projects between units of the department. 5 Compiles and analyzes data, makes calculations, and prepares reports; assists and supports high level administrative staff in the development and dissemination of data and information; runs monthly division reports to ensure performance measures are met. 6 Assists in the preparation of presentations for administrative hearings. 7 Researches, composes, designs, and edits publications such as brochures, forms, and manuals; provides support for other document, marketing, and departmental publishing. 8 May assist in the development of training materials; provides training for subordinate administrative staff to ensure quality and efficiency of work; monitors and ensures all licenses, certifications, and physical paperwork are accurate and up to date. 9 Responds to inquiries regarding rules, regulations, policies, and procedures; provides excellent customer service; monitors department inventory and ensure the procurement of required essentials. 10 Performs any and all other work as needed or assigned.
Knowledge and Skills 1 Knowledge of office practices and administrative procedures. 2 Knowledge of customer service techniques to resolve problems and issues. 3 Skill in standard office equipment and software. 4 Ability to implement administrative procedures and to evaluate their effectiveness. 5 Ability to coordinate, lead and train others. 6 Ability to interpret rules, regulations, policies, and procedures. 7 Communicating effectively verbally and in writing. 8 Establishing and maintaining strong working relationships.
Minimum Qualifications Education High school diploma or GED.
Experience Three (3) years administrative support experience involving two (2) or more of the following:
• Accounts payable/receivable.
• Correspondence/publication preparation.
• Procurement.
• Budget analysis/preparation.
• Contract administration.
• Policy/procedure development.
• Records management and/or report writing.
• Financial Management
Equivalencies
• An associate degree in any field plus one (1) year of the specified experience will meet the education and experience requirements.
• A bachelor’s degree in business, education or social science field will meet the education and experience requirements.
• A bachelor’s degree or higher in any field other than those stated above, plus one (1 ) year of the specified experience will meet the education and experience requirements.
• A master’s degree or higher in business, education or social science field will meet the education and experience requirement.
OTHER REQUIREMENTS:
• Must pass an intensive background investigation and drug test.
• No FELONY or Class A MISDEMEANOR convictions.
• No Class B MISDEMEANOR convictions within the last ten (10) years.
• No family violence convictions.
• Cannot currently be on deferred adjudication for any FELONY, Class A, or Class B MISDEMEANOR.
PREFERENCES:
• Effective oral and written communication skills.
• MS Office or similar software skills.
• Ability to organize information, coordinate events/timelines and direct others.
• Knowledge of information technology equipment and mobile devices.
• Experience with inventory management and auditing procedures.
Salary Range
$49,254.40 - $55,348.80 The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.
City of Dallas is an Equal Opportunity Employer.