Administrative Specialist - Equipment & Fleet Management; Civil Service

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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.

The Administrative Specialist I performs entry‑level administrative support or technical program assistance in disseminating information for a variety of functions, divisions, or departments.

• 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.

• 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.

Minimum Qualifications:

• High school diploma or GED.

• 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.

• An associate degree in any field plus one (1) year of the 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 the 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.

$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.