Administrative Specialist I (Sanitation) Civil Service

City of Dallas; United States; On-site; USD 33,000 - 37,000; Full time

Job summary

City of Dallas is looking for an entry-level administrative support specialist to help disseminate information and support accounting, contracts, and accounts payable/receivable. You will maintain filing systems, prepare reports, and assist senior staff with a variety of administrative tasks.

Under supervision, you will handle data analysis, prepare presentations, assist in procurement, and support department programs. This role offers growth opportunities within a vibrant city government.

Qualifications

• High school diploma or GED.
• Three years admin support experience with at least two of the listed areas.
• Experience in accounts payable/receivable, procurement, budget analysis, contract administration or records management.

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 equipment

Process improvement

Training others

Policy interpretation

Verbal communication

Relationship building

Education

High school diploma

Associate degree +1 year exp

Bachelor's degree in business/education/social science

Bachelor's or higher in other field +1 year exp

Master's degree in business/education/social science

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 Overview

Essential Functions

1. 1 Prepares, interprets, and disseminates information concerning departmental programs and procedures; prepares, edits, and distributes correspondence, reports, studies, forms, and documents.
2. 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. 3 Assists in the development of administrative or technical policies and procedures for programs, department initiatives, or other projects.
4. 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. 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. 6 Assists in the preparation of presentations for administrative hearings.
7. 7 Researches, composes, designs, and edits publications such as brochures, forms, and manuals; provides support for other document, marketing, and departmental publishing.
8. 8 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.
9. 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. 10 Performs any and all other work as needed or assigned.

Knowledge and Skills

1. 1 Knowledge of office practices and administrative procedures.
2. 2 Knowledge of customer service techniques to resolve problems and issues.
3. 3 Skill in standard office equipment and software.
4. 4 Ability to implement administrative procedures and to evaluate their effectiveness.
5. 5 Ability to coordinate, lead and train others.
6. 6 Ability to interpret rules, regulations, policies, and procedures.
7. 7 Communicating effectively verbally and in writing.
8. 8 Establishing and maintaining strong working relationships.

MINIMUM QUALIFICATIONS:

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 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.
• Master’s degree or higher in business, education, or social science field will meet the education and experience requirement.

OTHER REQUIREMENTS:

Must pass a TSA Background Check (Aviation only)

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.

The City of Dallas is one of the largest employers in the DFW Metroplex. We offer growth opportunities and a chance to make a difference in our community.