Administrative Specialist

DE; United States; On-site; USD 42,000 - 60,000; Full time

Job summary

Delaware Department of Transportation (DelDOT) is seeking an Administrative Specialist to support consultant control and bid processes. You will review bids, post Q&As, assist with contract administration, and maintain documentation and dashboards.

The role emphasizes customer service, data entry, and coordinating project-related administrative tasks. Ideal candidates have an Associate’s degree or higher and at least one year of office support experience, with strong computer skills and the

Qualifications

• One year of office support experience, drafting routine correspondence and maintaining files.
• One year of document processing, ensuring compliance with laws, rules and procedures.
• One year of using automated information systems to manage data.
• Six months’ experience with standard software to create documents and spreadsheets.
• Associate’s degree or higher completed.
• Authorized to work in the United States.

Responsibilities

• Coordinate with internal and external contacts, provide guidance and consultation.
• Create formatted documents, generate presentations, manage schedules and data records.
• Deliver excellent customer service in person, electronically or in writing.
• Explain agency services, laws, rules, and procedures to stakeholders.
• Create and maintain record-keeping systems and ensure retention compliance.
• Assist with monitoring key operational indicators and dashboards.
• Review information for completeness and resolve discrepancies.
• Draft and distribute communications for public or internal use.
• Coordinate administrative elements of projects and travel arrangements.

Skills

Office support

Data entry

Documentation & records mgmt

Customer service

Communication skills

Problem solving

Education

Associates degree or higher

Tools

Microsoft Office

Spreadsheet software

Document management system

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&As for advertised projects, and assisting with daily operations. The position ensures smooth, timely execution of contract administration processes.

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

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

• 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.

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.

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.

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.