Administrative Specialist

JobAps; Dover (DE); On-site; USD 32,000 - 42,000; Full time

Job summary

The Department of Health and Social Services (DHSS) in Delaware is seeking an entry-level administrative support professional for the Delaware State Lead-Based Paint Program. You will handle correspondence, data entry, and financial-record maintenance using Outlook, Teams, Velocity/Go DE, Zoom, and Salesforce.

You will also compile reports, maintain records, coordinate meetings, and assist in travel arrangements.

Qualifications

• One year of office support experience.
• One year of document processing experience.
• One year of using an automated information system.
• Six months experience with standard computer software.
• Associate’s degree or higher.

Responsibilities

• Serves as a liaison with internal/external contacts to coordinate activities and provide guidance.
• Creates formatted documents, manages schedules, prepares reports, and maintains databases.
• Delivers excellent customer service in person, electronically, or in writing.
• Explains agency services, laws, rules, and procedures to stakeholders.
• Maintains record-keeping systems and ensures retention compliance.
• Assists higher-level staff with data collection, reporting, and dashboard maintenance.
• Coordinates meetings, travel, and timelines for projects.

Skills

Office administration

Customer service

Education

Associate’s degree or higher

Tools

Microsoft Outlook

Microsoft Teams

Velocity/Go DE

Zoom

Salesforce

Job description

Introduction

Make a Difference with DHSS
Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas.
We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession.
For more information, please visit https://dhss.delaware.gov/dhss/ today!

Summary Statement

The successful applicant will provide entry-level administrative support to the Division of Public Health’s Delaware State Lead-Based Paint Program. Duties include mailing correspondence to families; using First State Financials, Microsoft Outlook and Teams, Velocity/Go DE, Zoom, and Salesforce; maintaining lead certification records; collecting fees and preparing bank deposits; maintaining financial and program records; preparing biweekly reports; and attending monthly supervisory meetings. The position requires basic knowledge of banking, deposits, recordkeeping, and office correspondence.

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, regulations, and standards. 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

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.
DHSS does not provide employment-based sponsorship.
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.