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.

Planning & Urban Design Administrative Specialist II (Business Office) position will serve as the department\'s primary coordinator and liaison for 1) Human Resources (position control, position reclassifications, compensation, recruiting, onboarding, offboarding, personnel actions; and position postings), 2) Payroll (reconciliations, expense projections, and corrections); 3) financial (budget) projections related to salaries and benefits; 4) Employee Engagement and Recognition initiatives; 5) Employee Performance Review process; and 6) Staff Training and Development; 7) FMLA, Worker\'s Compensation and Risk Management. Additionally, the incumbent will be responsible for performing administrative tasks related to their assigned duties including, but not limited to, the preparation of written desk references and policies and procedures.

The successful candidate will have wide-ranging knowledge, skills, abilities and personal attributes including 1) a working knowledge of human resource and payroll principles, practices, and procedures; 2) detailed oriented and organized; 3) writing skills to prepare written desk references, policies, procedures, executive summaries, and reports; 4) mathematical ability to perform calculations necessary for preparing financial salary and benefit projections and analysis; and 5) design skills to prepare spreadsheets and reports for managerial and executive review. Note: This is not an entry-level position.

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.

EQUIVALENCY(IES):

• 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(S) and/or CERTIFICATION(S):

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

Supplemental Information

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