Administrative Specialist

DelDOT; Wilmington (DE); Hybrid; USD 42,000 - 52,000; Full time

Job summary

DelDOT is seeking an Administrative Specialist to support the Vocational Rehabilitation Director's office. The role involves liaising with internal and external partners, collecting and analyzing VR program data, and applying applicable laws and policies to data processing.

The incumbent will prepare reports, dashboards, and communications with a focus on accuracy and compliance. The position emphasizes professional communication, data integrity, and coordination of meetings, travel, and

Qualifications

• 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.

Responsibilities

• Serve as a liaison with internal and external contacts, customers, clients, and/or the public to coordinate activities, respond to inquiries, and provide guidance and consultation on administrative matters.
• Create formatted documents, generate and share presentations, manage schedules, develop and manage spreadsheets, assist in maintaining policies, procedures, guidelines, or training manuals, and maintain information in databases.
• Deliver excellent customer service in-person, electronically, or by written communication.
• Apply and explain agency services, laws, rules, regulations, standards, policies, and procedures.
• Coordinate administrative elements of projects including tracking timelines, scheduling, documenting progress, and facilitating communication between team members.
• Use automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.

Skills

Office support

Document processing

Data collection & analysis

Calendar management

Customer service

Education

Associate’s degree or higher

Tools

Microsoft Office

Automated information systems

Job description

Summary Statement

This Administrative Specialist position provides administrative support to the Vocational Rehabilitation Director's office. The incumbent will serve as a liaison engaging with other division colleagues, community partners, and business partners to represent the DVR agency. The incumbent will be collecting, compiling, evaluating, and analyzing data and reports as it pertains to the VR programs and services. This position involves the application of agency and federal laws, rules, regulations, policies, and procedures in maintaining and processing agency data.

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

• 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.

Additional Posting Information

The State of Delaware recognizes the value of telework and flexible working schedules. This position is eligible for Telework according to the State of Delaware’s Alternative Work Arrangement Policy. More information will be shared at the time of interview.

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 hire’s 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. 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/

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.