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

City of Dallas

6d•$24 - $28•Onsite

About The Position

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 working closely with the medical team in a fast-paced animal shelter environment to manage medication and supply inventory, including monitoring stock levels and lead times, identifying supply needs, initiating purchase requests, and maintaining organized storage to ensure critical items remain available while reducing waste and over-ordering. Conduct periodic inventory audits and follow established receiving and checkout procedures to maintain accurate, compliant, and traceable inventory records. Assist with purchase orders, receipt of goods and services, and timely invoice processing, while providing additional administrative support as needed. This position works on-site at the animal shelter and may routinely work in areas where animals are present.

Requirements

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.
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.
NO Felony Drug offenses within the last 10 years
NO Animal Cruelty convictions.

Nice To Haves

A bachelor's degree in business, education or social science field will meet the education and experience requirements.
An associate's degree in any field plus two (2) years of the specified experience will meet the education and experience requirements.
A bachelor's degree or higher in a non-specified field plus two (2) years of the required 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 requirement.

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.
Manage medication and supply inventory, including monitoring stock levels and lead times, identifying supply needs, initiating purchase requests, and maintaining organized storage.
Conduct periodic inventory audits and follow established receiving and checkout procedures to maintain accurate, compliant, and traceable inventory records.
Assist with purchase orders, receipt of goods and services, and timely invoice processing.
Provide additional administrative support as needed.