Administrative Specialist I (City Secretarys Office)

$47,320 - $54,392/Yr

State Of Texas - Dallas, TX

Full-time - Entry Level

Dallas, TX

Executive, Legislative, and Other General Government Support

About the position

The Administrative Specialist I position at the City of Dallas involves providing entry-level administrative support and technical program assistance across various functions within the City Secretary's Office. The role focuses on disseminating information, maintaining filing systems, and performing internal administrative tasks, including accounting and contract development. The position operates under general supervision, allowing for some initiative and independent judgment.

Responsibilities

• Prepares, interprets, and disseminates information concerning departmental programs and procedures; prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
• 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.
• Assists in the development of administrative or technical policies and procedures for programs, department initiatives, or other projects.
• Coordinates, organizes, and facilitates meetings, conferences, and seminars for department or division; assists in coordinating work and various projects between units of the department.
• 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.
• Assists in the preparation of presentations for administrative hearings.
• Researches, composes, designs, and edits publications such as brochures, forms, and manuals; provides support for other document, marketing, and departmental publishing.
• 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.
• Responds to inquiries regarding rules, regulations, policies, and procedures; provides excellent customer service; monitors department inventory and ensures the procurement of required essentials.
• Performs any and all other work as needed or assigned.

Requirements

• High school diploma or GED.
• Three (3) years administrative support experience involving accounts payable/receivable, correspondence/publication preparation, procurement, budget analysis/preparation, contract administration, policy/procedure development, records management, and/or report writing.
• An associate degree in any field plus one (1) year of specified experience will meet the education and experience requirements.
• A bachelor's degree in business, education, or social science field will meet the education and experience requirements.
• A bachelor's degree or higher in any field other than those stated above, plus one (1) year of specified experience will meet the education and experience requirements.
• A master's degree or higher in business, education, or social science field will meet the education and experience requirement.

Nice-to-haves

• Knowledge of office practices and administrative procedures.
• Knowledge of customer service techniques to resolve problems and issues.
• Skill in standard office equipment and software.
• Ability to implement administrative procedures and evaluate their effectiveness.
• Ability to coordinate, lead, and train others.
• Ability to interpret rules, regulations, policies, and procedures.
• Communicating effectively verbally and in writing.
• Establishing and maintaining strong working relationships.

Benefits

• Health insurance
• Dental insurance
• Tuition reimbursement
• Paid time off
• Vision insurance
• Pet insurance