Administrative Specialist I – Dallas, TX
The Administrative Specialist I provides entry-level administrative and technical support across various departmental functions including accounting, contract management, and records maintenance. This role involves coordinating meetings, preparing reports and presentations, assisting in policy development, and delivering excellent customer service to support department operations effectively. The position requires strong organizational, communication, and data analysis skills to ensure efficient administrative processes within the Confidential Client Fire Civilian department.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Admin.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
Overview
Confidential Client is seeking an Administrative Specialist I to provide entry-level administrative and program support for departmental operations. This role supports a range of functions including records and filing management, basic accounting (petty cash, accounts payable/receivable), document preparation, meeting coordination, and routine reporting. The position operates under general supervision with opportunities to use independent judgment on routine tasks.
What You’ll Do
- Prepare, edit, and distribute correspondence, reports, forms, and other departmental documents.
- Maintain and organize filing and record-keeping systems; ensure documents are accurate and current.
- Assist with accounts payable/accounts receivable tasks and handle petty cash.
- Support procurement, contract administration, and basic budget preparation tasks as needed.
- Coordinate meetings, conferences, and trainings; prepare materials and track follow-ups.
- Compile, analyze, and present routine data and monthly reports to support performance tracking.
- Help develop and update administrative procedures, training materials, and departmental publications.
- Respond to internal and external inquiries regarding policies, procedures, and program rules.
- Provide excellent customer service and collaborate across teams to support projects.
- Perform other related administrative tasks as assigned.
What We’re Looking For
- Strong organizational skills and attention to detail.
- Proficiency with standard office equipment and common office software (e.g., MS Office).
- Ability to follow and implement administrative procedures and to evaluate effectiveness.
- Good written and verbal communication skills.
- Ability to build and maintain effective working relationships across teams.
- Customer-service orientation and problem-solving skills.
- Basic bookkeeping or financial management experience preferred.
Minimum Qualifications
- Education: High school diploma or GED required.
- Equivalencies: Associate degree plus one year of specified experience; or a Bachelor’s degree (or higher) with specified substitutions as documented in the client’s policy.
- Experience: Three (3) years of administrative support experience involving two (2) or more of the following areas:
- Accounts payable/receivable
- Correspondence/publication preparation
- Procurement
- Budget analysis/preparation
- Contract administration
- Policy/procedure development
- Records management and/or report writing
- Financial management experience
Compensation & Schedule
- Pay range: $23.68 - $26.61 per hour (starting range; actual offer will depend on qualifications).
- Employment type: Full-time.
- Benefits: Confidential Client offers competitive benefits and opportunities for professional growth. Specific benefits packages are provided to employees and may include health, retirement, and paid leave options depending on role and eligibility.
How We Evaluate Candidates
Careertakes partners with Confidential Client to review applications. Typical hiring steps may include resume screening, phone or video interview, an in-person or virtual interview, and reference checks. Careertakes may provide access to additional roles that match your profile.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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