Administrative Specialist ; Dallas Police); Civil Service

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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.

Essential Functions

1 Prepares, interprets, and disseminates information concerning departmental programs and procedures; prepares, edits, and distributes correspondence, reports, studies, forms, and documents.

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 Assists in the development of administrative or technical policies and procedures for programs, department initiatives, or other projects.

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 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 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 Skill in standard office equipment and software.

4 Ability to implement administrative procedures and to evaluate their effectiveness.

5 Ability to coordinate, lead and train others.

6 Ability to interpret rules, regulations, policies, and procedures.

7 Communicating effectively verbally and in writing.

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…