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Job Summary
Performs intermediate-level administrative support or technical program assistance in disseminating information, maintaining filing systems, and performing intermal administrative support work in accounting, procurement, contract developoment, budgeting,
Job Description
Overview
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.
Essential Functions
1 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
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 Prepares, interprets, and disseminates information concerning agency programs and procedures.
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 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.
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 Ability to investigate, collect, and analyze information for accuracy, consistency and conformity with established policies.
4 Ability to coordinate, lead and train others.
5 Ability to interpret rules, regulations, policies, and procedures.
6 Communicating effectively verbally and in writing.
7 Establishing and maintaining strong working relationships.
MINIMUM QUALIFICATIONS
EDUCATION
High school diploma or GED.
EXPERIENCE
Four (4) years administrative support experience involving three (3) 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
EQUIVALENCIES
Bachelor's degree (or higher) in business, education or social science field will meet the education and experience requirements.
Associate degree in any field plus two (2) years of the specified experience will meet the education and experience requirements.
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.
LICENSES AND CERTIFICATIONS
Some positions may require a valid driver's license and good driving record.
OTHER REQUIREMENTS:
For Aviation: Must be able to pass a TSA Background check
Administrative Specialist II - Airfield Management
The Administrative Specialist II will provide essential support to the Airfield Management division by maintaining and updating the City’s Financial and Asset Management system. Responsibilities include creating and maintaining documents, monitoring workflows, and preparing reports. The role also involves managing work orders, purchase requests, and vendor communications, as well as operating City-owned equipment for deliveries and pickups. Additionally, the Administrative Specialist II will assist with organizing employee morale events, track the division’s budget, and manage all related contracts. Strong communication, organization, and teamwork skills are essential for success in this position.
PREFERENCES:
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.