Administrative Specialist I (Office of Arts and Culture) - (Unclassified Position)

City of Dallas•Majestic, AL

5d•$24 - $27

About The Position

The Administrative Specialist I performs entry-level administrative support or technical program assistance in disseminating information for a variety of functions, divisions, or departments. The position maintains filing and record-keeping systems and provides administrative support that may include accounting, contract development, and accounts payable or receivable. Work is performed under general supervision, with moderate latitude to use initiative and independent judgment. The role prepares and distributes departmental information and documents, supports program planning and execution, assists with policies and procedures, coordinates meetings and projects, compiles data and reports, and responds to inquiries. It may also involve preparing presentation and publication materials, developing training materials, training administrative staff, maintaining accurate licenses and paperwork, and monitoring inventory and procurement needs.

Requirements

High school diploma or GED.
Three years of administrative support experience involving at least two of the following: accounts payable/receivable; correspondence or publication preparation; procurement; budget analysis or preparation; contract administration; policy or procedure development; records management or report writing; or financial management.
Must pass a TSA Background Check.
Knowledge of office practices and administrative procedures.
Knowledge of customer service techniques for resolving problems and issues.
Skill in using standard office equipment and software.
Ability to implement administrative procedures and evaluate their effectiveness.
Ability to coordinate, lead, and train others.
Ability to interpret rules, regulations, policies, and procedures.
Ability to communicate effectively verbally and in writing.
Ability to establish and maintain strong working relationships.

Responsibilities

Prepare, interpret, and disseminate information about departmental programs and procedures; prepare, edit, and distribute correspondence, reports, studies, forms, and other documents.
Participate in and support department program planning and execution; develop, coordinate, and maintain record-keeping and filing systems; handle petty cash and perform general accounting duties.
Assist in developing administrative or technical policies and procedures for programs, department initiatives, and projects.
Coordinate, organize, and facilitate meetings, conferences, and seminars; assist with coordinating work and projects between department units.
Compile and analyze data, make calculations, and prepare reports; support senior administrative staff in developing and disseminating data and information; run monthly division reports to verify performance measures.
Assist in preparing presentations for administrative hearings.
Research, compose, design, and edit publications such as brochures, forms, and manuals; support document, marketing, and departmental publishing.
May assist in developing training materials and train subordinate administrative staff; monitor licenses, certifications, and physical paperwork for accuracy and currency.
Respond to inquiries about rules, regulations, policies, and procedures; provide customer service; monitor department inventory and ensure procurement of required essentials.
Perform other work as needed or assigned.