Administrative Specialist

DelDOT; Dover (DE); On-site; USD 40,000 - 55,000; Full time

Job summary

DelDOT Administrative Specialist position seeks a detail-oriented professional to manage daily operations, serve as the primary contact for constituents, handle inquiries, and document information. The role also coordinates monthly meetings, oversees supply ordering, and maintains regulatory renewals, with focus on organization and effective communication.

The incumbent will use cloud-based databases, produce reports, and support staff by delivering timely administrative services in a fast-paced

Qualifications

• One year of experience in office support functions including drafting routine correspondence, reports or logs, handling mail and phones.
• Experience in document processing: reviewing records for completeness and adherence to rules and procedures.
• Six months of using standard computer software to create documents, develop spreadsheets or maintain databases.

Responsibilities

• Serve as liaison with internal and external contacts, answering inquiries and providing guidance on administrative matters.
• Create formatted documents, prepare presentations, manage schedules and maintain databases.
• Plan and coordinate meetings, hearings, or conferences and arrange travel as needed.
• Monitor and maintain documentation and records in compliance with retention schedules.

Skills

Customer service

Data entry

Documentation

Communication

Education

Associate degree or higher

Tools

Microsoft Office

Spreadsheet software

Database software

Job description

Introduction

The Administrative Specialist manages essential dailyoperations, serving as the primary point of contact for constituents byhandling incoming calls, responding to inquiries, and documenting information.The role oversees supply ordering, tracks materials, and processes relatedadministrative needs. This position also coordinates all components of themonthly Commission meeting, including preparation and follow up. In addition,the Administrative Specialist maintains certification renewals for the regulatedcommunity throughout the year and supports staff through effective use of theprogram’s cloud based database. Strong organization, attention to detail, andclear communication are essential in this fast paced environment. This programis guided by a Commission.

Summary Statement

This is the first level of administrative specialist work, providing administrative, technical, program, and/or office support work for an assigned agency. Employees independently perform the full range of Essential Functions, completing routine and standardized assignments under general supervision.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

Serves as a liaison with internal and external contacts, customers, clients, and/or the public to coordinate various activities, respond to inquiries, and provide guidance and consultation on administrative matters.Creates formatted documents, generates and shares presentations, manages schedules, develops and manages spreadsheets, assists in maintaining policies, procedures, guidelines, or training manuals, and maintains information in databases.Delivers excellent customer service in-person, electronically, or by written communication.Applies and explains agency services, laws, rules, regulations, standards, policies, and procedures.Creates and maintains a variety of record-keeping systems or logs to file, track, and retrieve documents or other information and ensures records are maintained in compliance with retention schedules.Assists higher-level staff with decision making and monitoring of key operational/program indicators by collecting/organizing data, preparing reports, supporting performance tracking and dashboard maintenance, or performing related support work.Reviews, processes, and evaluates information for completeness, accuracy, and conformity with applicable laws, rules, and regulations. Resolves discrepancies, deficiencies in information, or other issues.Drafts, manages, and distributes communications and other materials for public and/or internal use.Coordinates administrative elements of projects including tracking timelines, scheduling, documenting progress, and facilitating communication between team members.Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.Orders and maintains office supplies and equipment.Plans and coordinates meetings, hearings, or conferences and makes travel arrangements.May approve or recommend approval/denial of requests/information within established standards and guidelines.Performs other related duties as required.

Job Requirements

JOB REQUIREMENTS for Administrative Specialist

One year of experience in performing office support work such as drafting routine correspondence, reports, or logs, operating office equipment, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages, or maintaining files and supplies.One year of experience in document processing such as reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures, resolving deficiencies, and tracking and monitoring activities.One year of experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.Six months’ experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.ORPossession of an Associate’s degree or higher.

Conditions of Hire

Applicants must be legally authorized to work in the United States. The State of Delaware Executive Branch participates in the Federal E-Verify system where the State will provide the federal government with each new hires Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our job seeker resources.All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.

Benefits

To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.Individuals who use TDD may request auxiliary aid or service by calling [phone] or by visiting delawarerelay.com.If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call [phone] or email [e-mail] State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.