Administrative Specialist II - (Dallas Animal Services)(Civil Service)

City of Dallas

20h•Onsite

About The Position

The City of Dallas offers careers with purpose, competitive benefits, growth opportunities, and a vibrant work culture. The Administrative Specialist II performs intermediate to advanced level administrative support or technical program assistance in disseminating information for a variety of functions, divisions, or departments. This role involves a variety of advanced administrative functions, providing assistance in accounting, procurement, contract development, budgeting, and accounts payable/receivable. The specialist assists with budget analysis, preparation, and making recommendations for budget spending. They also participate in planning and execution of department programs, develop and maintain record keeping and filing systems, handle petty cash, and perform general accounting duties. The position requires preparing, interpreting, and disseminating information concerning agency programs and procedures, coordinating meetings, and assisting in coordinating work between department units. It also involves compiling and analyzing data, preparing reports, assisting high-level administrative staff with data dissemination, and running monthly division reports to ensure performance measures are met. The specialist will assist in preparing presentations for administrative hearings, research, compose, design, and edit publications, and provide support for other document and marketing publishing. Additionally, they assist in developing and implementing training materials, provide training for subordinate administrative staff, and monitor licenses, certifications, and physical paperwork. Responding to inquiries, providing customer service, and monitoring department inventory are also key aspects of the role.

Requirements

Knowledge of office practices and administrative procedures.
Knowledge of customer service techniques to resolve problems and issues.
Ability to investigate, collect, and analyze information for accuracy, consistency and conformity with established policies.
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.
Four (4) years administrative support experience involving two (2) or more of the following: Accounts payable/receivable, Invoice reconciliation and payment, Correspondence/publication preparation, Procurement, Budget analysis/preparation, Contract administration, Policy/procedure development, Records management and/or report writing, Financial management experience.
Some positions may require valid driver's license and good driving record.
Availability to work various shifts including evenings and weekends.
NO Felony Drug offenses within the last 10 years.
NO Animal Cruelty convictions.

Responsibilities

Performs a variety of advanced administrative functions; provides assistance in accounting, procurement, contract development, budgeting, and accounts payable/receivable; assists with budget analysis, preparation, and making recommendations for budget spending
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.
Prepares, interprets, and disseminates information concerning agency programs and procedures.
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.
Assists in the development and implementation 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.