Administrative Specialist

DelDOT; Milford (DE); Sur place; USD 38 000 - 62 000; Plein temps

Avantages offerts par ce poste

Health benefits

Dental insurance

Vision insurance

Disability insurance

Group life insurance

Retirement benefits

Deferred compensation

Training and development programs

Paid leave

Paid holidays

Paid parental leave

Alternative work schedules

Flexible spending accounts

Pre-tax commuter benefits

Accident and critical illness coverage

Résumé du poste

DelDOT is seeking an Administrative Specialist to provide administrative, technical, program, and office support across assigned agency operations. The role involves handling documents, data entry, scheduling, and customer service, with a focus on compliance and process improvement.

Qualifications include at least one year of office support, document processing, and automated systems experience, plus an Associate’s degree or higher. Pre-employment drug testing and background checks apply.

Qualifications

• One year of experience in performing office support work, such as drafting routine correspondence, reports, or logs, operating office equipment, handling mail, answering phones, and 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.

Responsabilités

• Coordinate with internal and external contacts to respond to inquiries and provide guidance on administrative matters.
• Create formatted documents, generate and share presentations, manage schedules, develop and manage spreadsheets, and maintain databases.
• Deliver excellent customer service in person, electronically, or by written communication.
• Explain agency services, laws, rules, regulations, standards, policies, and procedures.
• Create and maintain various record-keeping systems to track and retrieve documents in compliance with retention schedules.
• Assist higher-level staff with data collection, reporting, performance tracking, and dashboard maintenance.
• Review information for completeness and conformity with laws and regulations; resolve discrepancies.
• Draft, manage, and distribute communications and materials for public/internal use.
• Coordinate administrative elements of projects, timelines, meetings, and travel arrangements.
• Use automated information systems to enter/update/report data.
• Order and maintain office supplies and equipment.
• Plan meetings, hearings, or conferences and arrange travel.
• May approve/deny requests within established guidelines.
• Perform other related duties as required.

Connaissances

Office support

Data entry

Document processing

Customer service

Communication skills

Formation

Associate’s degree or higher

Outils

Office software

Database systems

Spreadsheet software

Description du poste

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.

OR

• 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.

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.

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.

Benefits

At the State of Delaware, we invest in our people and support them in and outside of the office. Our employees enjoy a total compensation package that far exceeds the value of their base salary. We offer comprehensive benefit plans that will give you peace of mind and security. Below is a list of benefits that are offered to eligible employees:

Health and Well Being

• Health Benefits, Dental Insurance, Vision Insurance

Just In Case

• Disability Insurance, Group Universal Life Insurance

Your Future

• Retirement Benefits, Deferred Compensation

Professional Growth

• Training and Development Programs

Work Life Balance

• Paid Leave, Paid Holidays, Paid Parental Leave, Alternative Work Schedules

More Benefits

• Flexible Spending, Pre-Tax Commuter Benefits, Accident and Critical Illness Insurance

Visit Statewide Benefits for more information!

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.