Job Description

Position Purpose

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.

Divisions currently accepting applications :

• Aviation - Accounts Payable
• Aviation - Ground Transportation Regulation
• Aviation - Procurement
• Aviation - Airfield Maintenance

For positions in Aviation- Accounts Payable- The Administrative Specialist II will handle the travel on City business transactions, expenditure tracking, and other expenditure-related duties.

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.

Minimum Qualifications

EDUCATION:

• High school diploma or GED.

EXPERIENCE:

• Six (6) years administrative support experience involving two (2) 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 experience.

EQUIVALENCIES:

• Bachelor\'s degree in business, education, or social science field plus two (2) years of the specified experience will meet the education and experience requirements.
• Associate degree in any field plus four (4) years of the specified experience will meet the education and experience requirements.
• Bachelor\'s degree (or higher) in a non-specified field plus four (4) years of the required 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.

LICENSE:

• Some positions may require valid driver\'s license and good driving record.

OTHER REQUIREMENTS:

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

PREFERENCES:

• For positions in Aviation- Accounts Payable- Knowledge of the City of Dallas Travel on City Business, reimbursement for business expenses, and contracting standards and procedures is a plus.

Supplemental Information

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.
The salary listed on this job posting is the starting salary range; amount offered will depend upon qualifications.

For evaluation purposes, acceptable qualifying experience for all positions must have been in a paid capacity unless noted otherwise in the minimum qualifications for the posted position.

Additionally, 30+ hours per week will be counted as full-time employment and will receive full credit for the amount of time employed. A minimum of 15 through 29 work hours per week will be counted as part-time employment and will receive half credit for the amount of time employed.

To view the employee benefits offered by the City of Dallas .

City of Dallas