Administrative Specialist

DelDOT; Dover (DE); On-site; USD 42,000 - 62,000; Full time

Job summary

DelDOT in Delaware is seeking an Administrative Specialist to support bid processing and contract administration while handling daily office operations.

The role requires strong organizational skills, attention to detail, and proficiency with standard office software. You will interact with vendors and internal staff to ensure timely, compliant processes and excellent customer service.

Qualifications

• One year of experience in performing office support activities such as drafting routine correspondence or maintaining files.
• One year of experience in document processing and ensuring compliance with laws, rules, and procedures.
• One year of using automated information systems to enter, update, retrieve, and report data.
• Six months’ experience using standard computer software to create documents, spreadsheets, or maintain databases.
• Associate’s degree or higher required.

Responsibilities

• Coordinate with internal and external contacts to respond to inquiries and provide guidance on administrative matters.
• Create formatted documents, manage schedules, prepare reports, and maintain databases and policies.
• Deliver high-quality customer service in person, electronically, or in writing.
• Coordinate project elements, track timelines, and facilitate team communication.

Skills

Office support

Data entry

Customer service

Communication

Education

Associate’s degree or higher

Tools

MS Office

Spreadsheets

Databases

Job description

Introduction

To represent the Governor in issues involving DOT and to provide leadership as the department strives to be a transparent, efficient and accountable institution in which safety, performance management and customer satisfaction are of highest priority.

Summary Statement

The Administrative Specialist processes consultant and vendor bids using software and spreadsheets. This role supports the Consultant Control Coordinator in delivering DelDOT’s professional services. Duties include reviewing bids, posting Q&A for advertised projects, and assisting with daily operations. The position ensures smooth, timely execution of contract administration processes.

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.

Conditions of Hire

Pre-employment Drug Testing: Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring process.

Criminal background check: A satisfactory criminal background check is required as a condition of hire. The recruiting agency may require the applicant to pay for the criminal background check as part of the conditional offer of hire.

Applicants must be legally authorized to work in the United States. The State of Delaware participates in E-Verify and will provide the federal government with your 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. DelDOT does not provide employment-based sponsorship.

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.