Administrative Specialist I

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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.

Overview
Job Description
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, $55,353.15

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.