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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

• 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

• A bachelor's degree (or higher) in business, education or social science field will meet the education and experience requirements.
• An associate 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.

LICENSES and CERTIFICATIONS:

• Some positions may require valid driver's license and good driving record. 
• Positions for Police Academy and Communications division must obtain an Instructor Proficiency Certificate issued by the Texas Commission on Law Enforcement (TCOLE) certification within the six-month probationary period.
• Due to TCOLE license requirement, applicants must be a United States citizen for positions in the Police Academy and Communications division.

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.
• Cannot share residency with any person (including family) convicted of a felony.

PREFERENCES: 

• Police Academy and Communications division - Current Certified Instructor Proficiency Certificate issued by TCOLE is a plus.
• Effective oral and written communication skills.
• MS Office or similar software skills.
• Ability to organize information, coordinate events/timelines and direct others.
• Proficient with use of Microsoft Office, particularly Excel, PowerPoint, SharePoint, and Microsoft Teams
• Experience with processing procurement or financial data using the Advantage 3 Financial System.

Salary Range

 

$24.39 - $27.71

 

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.