Administrative Specialist

State of Delaware - DOL/Voc Rehab Svcs; Dover (DE); Hybrid; USD 43,000 - 67,000; Full time

Benefits offered by this job

Telework eligibility

Flexible schedule

Job summary

State of Delaware - DOL/Voc Rehab Svcs seeks an Administrative Specialist to support the Vocational Rehabilitation Director’s office. You will liaise with division colleagues, partners, and business contacts, gathering and analyzing data relevant to VR programs.

You will apply agency rules, maintain data systems, prepare reports and dashboards, and handle communications and records with accuracy and compliance. Telework is eligible under policy.

Qualifications

• One year of office support experience (drafting routine correspondence, reports, logs, mail handling, filing).
• One year of document processing experience (reviewing records for completeness, ensuring compliance).
• One year of using automated information systems to manage data (enter/update/report).
• Six months of experience with standard office software to create documents and maintain databases.
• Associate’s degree or higher required.

Responsibilities

• Serve as liaison with internal/external contacts to coordinate activities and provide guidance on administrative matters.
• Create formatted documents, generate presentations, manage schedules, and maintain databases.
• Deliver excellent customer service in person, online, or by written communication.
• Apply agency laws and procedures to data handling and reporting.
• Maintain record-keeping systems and ensure compliance with retention schedules.
• Support decision-making by collecting data and preparing reports and dashboards.
• Review information for accuracy and compliance, resolve discrepancies.
• Draft and distribute communications for internal/external use.
• Coordinate project administrative elements, timelines, and meetings.
• Enter/update data using automated systems and manage office supplies.
• Plan meetings/travel and assist with vendor/partner coordination.

Skills

Liaison/coordination

Data collection/reporting

Customer service

Office software

Documentation/records management

Education

Associate’s degree or higher

Tools

Microsoft Word

Microsoft Excel

Database software

Job description

This Administrative Specialist position provides administrative support to the Vocational Rehabilitation Director’s office. The incumbent will serve as a liaison engaging with other division colleagues, community partners, and business partners to represent the DVR agency. The incumbent will be collecting, compiling, evaluating, and analyzing data and reports as it pertains to the VR programs and services. This position involves the application of agency and federal laws, rules, regulations, policies, and procedures in maintaining and processing agency data.

Essential Functions

• 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

• 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.
• Possession of an Associate’s degree or higher.

Additional Posting Information

The State of Delaware recognizes the value of telework and flexible working schedules. This position is eligible for Telework according to the State of Delaware’s Alternative Work Arrangement Policy. More information will be shared at the time of interview.

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/

Selection Process

The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position.

It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties.

For education and training, list name of educational provider, training course titles and summary of course content.

Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.

Once you have submitted your application on-line, all future correspondence related to your application will be sent via email.

Please keep your contact information current.

You may also view all correspondence sent to you by the State of Delaware in the “My Applications” tab at StateJobs.Delaware.gov.

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].

The 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.