Salary : $43,866.93 – $54,201.09 Annually
Location : Downtown Dallas, TX
Job Type: Full-time
Job Number: 32406-PNV-BUS
Department: Planning & Urban Design
* Org (REQUIRED): 1598 Planning and Urban Design
Opening Date: 10/14/2023
Closing Date: 10/21/2023 11:59 PM Central
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.
The Department of Planning & Urban Design is recruiting two (2) Administrative Specialist II positions in the Business Office.
The Planning & Urban Design Administrative Specialist II (Business Office – HR) position will provide direct support to the Business Manager by serving 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 Planning & Urban Design Administrative Specialist II (Business Operations) position will provide direct support to the Business Operations Manager by serving as the department’s primary coordinator for daily business operations including, but not limited to, 1) purchasing, 2) accounts payable, 3) contract routing, 4) invoice tracking, 5) vendor relations, 6) asset/inventory monitoring, 7) travel requests and reimbursements, 8) budget monitoring and object code reconciliations, and 9) office supply management.
The successful candidates will have wide-ranging knowledge, skills, abilities and personal attributes including 1) a working knowledge of the principles, practices, and procedures over the operational areas to which they are assigned; 2) detailed oriented and organized; 3) writing skills to prepare written desk references, policies, procedures, executive summaries, and reports; 4) mathematical abilities to perform calculations necessary for preparing financial projections and analysis; and 5) design skills to prepare spreadsheets and reports for managerial and executive review. Note: These are not entry-level positions.
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.
LICENSES and/or CERTIFICATIONS:
- Must have a Valid Driver’s License
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
01
In the questions that follow, you will be asked about your education, work history and/or current certifications and licenses. Answers given in this supplemental questionnaire must be able to be verified with the information provided in the Education, Work History and/or Certificates and Licenses sections of your application.
Information submitted on attached documents (resumes, cover letters, etc.) WILL NOT be used to determine eligibility for this position.
If you have NOT completed the application requirements, please return to the application and complete the appropriate section(s) before submitting.
- I have read and understand the above statement
02
The department is filling two positions – Business Office (HR) and Business Operations. Of the two positions, which one are you most interested in filling? Or, which one do you feel you are most qualified to fill?
- Business Office-Human Resources
- Business Operations
03
I certify that I understand these are not entry-level positions.
- Yes
- No
04
Please select the choice below which represents your highest level of education completed.
- High school diploma or GED
- Associate degree in any field
- Bachelor’s degree in business, education or social science field
- Master’s degree or higher in business, education or social science field
- Bachelor’s degree or higher in any field other than those stated above
- None of the above
05
What is your level of administrative support experience in two 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; report writing and/or financial management?
- None
- Less than one year
- One year to less than two years
- Two years to less than three years
- Three years to less than four years
- Four years to less than five years
- Five years to less than six years
- Six years or more
06
What is your level of administrative experience in Human Resource administration including position control, position reclassifications, compensation, recruiting, onboarding, offboarding, personnel actions and position postings?
- None
- Less than one year
- One year to less than two years
- Two years to less than three years
- Three years to less than four years
- Four years to less than five years
- Five or less than six years
- Six years or more
07
Please select your experience level handling daily business operations including purchasing, accounts payable, vendor relations, contract monitoring , budget monitoring and travel requests and reimbursements.
- Less than one year
- One year to less than two years
- Two years to less than three years
- Three years to less than four years
- Four years to less than five years
- Five years to less than six years
- Six years or more
08
Please select your level of experience in account reconciliations and/or budget object code reconciliations.
- None
- Less than one year
- One year to less than two years
- Two years to less than three years
- Three years to less than four years
- Four years to less than five years
- Five years to less than six years
- Six years or more
09
What is your proficiency level utilizing MS Excel?
- None
- Beginner – know how to create a workbook, manage worksheets, and format cells; manage simple formulas such as Sum, Average, Count, Time/Date, Now, If and VLookup; create basic charts and tables; Sort; Find/Replace and Copy/Paste
- Intermediate – know how to effectively use pivot tables to manage large amounts of data (including table design, update pivot table cell references, and refresh data); know how to effectively use Drop Down Lists, VLookup, Named Ranges and date function calculations; know the differences between functions and formulas; know how to routinely use data validation; know the difference between relative and absolute references; use moderately complex formulas using three or more functions
- Advanced – know how to manage and organize large amounts of data; able to make comprehensive graphs and table, able to use macros to automate tasks; manage complex formulas using combined functions to create specific values; create advanced Excel charts; use Power Query; write code in Visual Basic (VBA); model data using Power Pivot
10
What is your proficiency level utilizing MS Word?
- None
- Beginner
- Intermediate
- Advanced
11
What is your level of ability to perform mathematical calculations necessary for preparing financial, salary and benefit analysis and projections?
- None
- Beginner
- Intermediate
- Advanced
12
What is your level of ability to design spreadsheets and reports for managerial and executive review?
- None
- Beginner
- Intermediate
- Advanced
13
Do you have a valid driver’s license?
- Yes
- No
14
CERTIFICATE / LICENSE INFORMATION: All information regarding current certificates and/or licenses must be included in the Certificates and Licenses section of the application. Failure to do so may result in disqualification for this position.
- I have read and understand the above statement.
15
Have you reviewed your application and check to see if you left out any pertinent information?
- Yes
- No
Required Question