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Job Summary

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 two (2) 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:

• 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.

LICENSE:

• Some positions may require valid driver's license and good driving record.

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.