Administrative Specialist I – Public Service & Data Support

City of Dallas; Dallas (TX); On-site; USD 33,000 - 37,000; Full time

Job summary

The City of Dallas is seeking an Administrative Specialist I to provide entry-level administrative support across departments. You will maintain filing systems, assist with accounting tasks, contract development, and accounts payable/receivable, under general supervision.

You will coordinate meetings, prepare reports, assist in policy development, and provide customer service while ensuring accurate records and compliance. Strong communication and organizational skills are essential.

Qualifications

• 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.
• Must pass TSA Background Check (Aviation only).

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

Skills

Office practices

Customer service

Office software

Administrative procedures

Coordinate and train

Interpreting policies

Verbal and written communication

Relationship building

Education

High school diploma or GED

Associate degree + 1 year experience

Bachelor’s degree in business/education/social science

Bachelor’s degree in any field + 1 year experience

Master’s degree in business/education/social science

Job description

The City of Dallas is seeking an Administrative Specialist I to provide entry-level administrative support across departments. You will maintain filing systems, assist with accounting tasks, contract development, and accounts payable/receivable, under general supervision.

You will coordinate meetings, prepare reports, assist in policy development, and provide customer service while ensuring accurate records and compliance. Strong communication and organizational skills are essential.