Administrative Specialist I- Planning and Development (Civil Service)

City of Dallas; Dallas (TX); On-site; USD 33,000 - 36,000; Full time

Job summary

City of Dallas is seeking an Administrative Specialist I to provide entry-level support across divisions. You will disseminate information, prepare documents, and assist in meeting coordination.

The role emphasizes accuracy in records, financial duties, and customer service; familiarity with Granicus/Legistar is a plus. This on-site position offers a stable public service career in Dallas.

Qualifications

• Three (3) years administrative support experience.
• Experience with accounts payable/receivable preferred.
• Knowledge of procurement and budgeting processes.

Responsibilities

• Prepares and distributes correspondence, reports, and documents.
• Maintains filing systems and supports department recordkeeping.
• Plans and coordinates meetings, conferences, and seminars.
• Compiles data, prepares division reports, and supports performance measures.
• Assists in training subordinate staff and ensures licenses and paperwork are up to date.
• Responds to inquiries regarding policies and provides customer service.

Skills

Office procedures

Customer service

Communication skills

Data analysis

Education

High school diploma or GED

Tools

Granicus/Legistar

Job description

Dallas is Growing. Grow With Us. Looking for more than just a job? The City of Dallas offers careers with purpose. With competitive benefits, growth opportunities, and a vibrant work culture, we’re committed to helping you thrive while you help our city flourish. Be part of a team that’s committed to service, innovation, and community.

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

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

• 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 ensure the procurement of required essentials.
• Performs any and all other work as needed or assigned.

Knowledge And Skills

• 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 to 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.

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.