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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.
Job Description
Overview
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:
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.
Salary Range
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.