Administrative Specialist I- Planning and Development (Civil Service)

City of Dallas

1d•Onsite

About The Position

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. The Administrative Specialist I performs entry-level administrative support or technical program assistance in disseminating information for a variety of functions, divisions, or departments. Departmental Note: Provides entry-level administrative support to the department, including handling minor procurement activities, ordering and maintaining office supplies, and assisting with Accounts Payable invoice processing. Performs general clerical duties and supports day-to-day operations as needed. Additional responsibilities may be assigned.

Requirements

Knowledge of office practices and administrative procedures.
Knowledge of customer service techniques to resolve problems and issues.
Skill in standard office equipment and software.
Ability to implement administrative procedures and to evaluate their effectiveness.
Ability to coordinate, lead and train others.
Ability to interpret rules, regulations, policies, and procedures.
Communicating effectively verbally and in writing.
Establishing and maintaining strong working relationships.
High school diploma or GED.
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.
Associate degree in any field plus one (1) year of the specified experience will meet the education and experience requirements.
Bachelor’s degree in business, education, or social science field will meet the education and experience requirements.
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.
Master’s degree (or higher) in business, education, or social science field will meet the education and experience requirement.

Responsibilities

Prepares, interprets, and disseminates information concerning departmental programs and procedures; prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
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.
Assists in the development of administrative or technical policies and procedures for programs, department initiatives, or other projects.
Coordinates, organizes, and facilitates meetings, conferences, and seminars for department or division; assists in coordinating work and various projects between units of the department.
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.
Assists in the preparation of presentations for administrative hearings.
Researches, composes, designs, and edits publications such as brochures, forms, and manuals; provides support for other document, marketing, and departmental publishing.
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.
Responds to inquiries regarding rules, regulations, policies, and procedures; provides excellent customer service; monitors department inventory and ensure the procurement of required essentials.
Performs any and all other work as needed or assigned.