Administrative Specialist II- Aviation (Civil Service)

City of Dallas; United States; On-site; USD 34,000 - 38,000; Full time

Job summary

City of Dallas is seeking an Administrative Specialist II to provide intermediate to advanced administrative support across multiple divisions. The role handles accounting, procurement, budgeting, and program support while ensuring accurate record keeping and timely reporting.

Responsibilities include coordinating meetings, preparing presentations, and developing training materials. A TSA background check is required, with salary range listed in the posting.

Qualifications

• Education: High school diploma or GED or equivalent.
• Experience: Four (4) years administrative support involving multiple functions.
• Equivalencies: various degree/experience combinations acceptable.

Responsibilities

• Performs advanced administrative functions incl. accounting, procurement, budgeting and AP/AR.
• Supports department program planning, record keeping, and petty cash handling.
• Prepares and disseminates information on agency programs and procedures.
• Coordinates meetings, conferences, and seminars; supports cross-unit projects.
• Compiles data and prepares reports; runs monthly performance reports.
• Assists in preparing presentations for administrative hearings.
• Develops and edits publications; supports document and publishing needs.
• Develops training materials and trains junior staff; ensures licenses and paperwork are up to date.
• Responds to inquiries about rules, regulations, policies; ensures customer service excellence.
• Other duties as assigned.

Skills

Office practices

Customer service

Information analysis

Lead/train others

Interpret rules/policies

Verbal & written communication

Relationship building

Education

High school diploma or GED

Bachelor's degree equivalency in business/education/social science

Associate degree + 2 years' experience

Bachelor's degree + 2 years' experience in any field

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 intermediate-level administrative support or technical program assistance in disseminating information, maintaining filing systems, and performing intermal administrative support work in accounting, procurement, contract developoment, budgeting,

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 three (3) 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


• 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.


• OTHER REQUIREMENTS: Must pass Transportation Security Administration (TSA) background check.

Salary Range $24.39 - $27.71 The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.

Equal Opportunity

City of Dallas is an Equal Opportunity Employer.

Questions? Contact our recruiting departments: Civil Service - [e-mail] Talent - Acquisition [e-mail]