Administrative Specialist

DelDOT; Smyrna (DE); On-site; USD 42,000 - 58,000; Full time

Job summary

DelDOT in Smyrna, Delaware is seeking an Administrative Specialist to provide a broad range of office support, from document creation to records management and meetings coordination.

The role emphasizes customer service, data entry, and compliance with laws, rules, and agency policies. Candidates should have one year of related experience or an associate degree, and must be authorized to work in the United States.

Qualifications

• One year of office support experience including drafting routine correspondence, filing, and maintenance of supplies.
• One year of document processing experience ensuring compliance with laws, rules, regulations, standards, policies and procedures.
• One year of using automated information systems to enter, update, modify, delete, retrieve and report on data.
• Six months’ experience using standard software to create documents, develop spreadsheets, or maintain/update databases.

Responsibilities

• Coordinate activities with internal and external contacts, respond to inquiries, and provide guidance on administrative matters.
• Create formatted documents, generate presentations, manage schedules, and maintain databases.
• Deliver excellent customer service in person, electronically, or in writing.
• Apply agency services, laws, rules, regulations, standards, policies, and procedures.
• Maintain record-keeping systems and ensure records comply with retention schedules.
• Assist higher-level staff with data collection, reporting, and dashboard maintenance.

Skills

Office administration

Document processing

Data entry

Basic computer skills

Education

Associate’s degree or higher

Tools

MS Office Suite

Database knowledge

Job description

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

• 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.

OR

• 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 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. This position is a classification organized under an exclusive bargaining representative (labor organization) that has been elected by employees as their representative for collective bargaining and other applicable terms and conditions of employment, in accordance with Title 29, Chapter 59 and Title 19, Chapter 13 and 16. This position is covered by a collective bargaining agreement based on its individual terms. 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. Pre‑employment Drug Testing: Upon a conditional offer, you must undergo pre‑employment drug testing as part of the hiring process. Upon a conditional offer, the applicant must undergo a pre‑employment base line two step tuberculin skin test (TST) as part of the hiring process. 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.

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.

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.