Administrative Specialist I- Planning and Development (Civil Service)

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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.

CPC/Zoning Admin Support

Preference may be given to candidates familiar and knowledgeable with Granicus/Legistar applications to support meeting management processes and ensure accurate and timely documentation.

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 (or higher) 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

$23.68 - $26.61

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.