Administrative Specialist - Coastal and Energy Sections

State of Delaware; Delaware; Hybrid; USD 40,000 - 55,000; Full time

Benefits offered by this job

Alternative Work Schedule

Job summary

The State of Delaware, DNREC Division of Climate, Coastal and Energy, seeks an Administrative Specialist to provide first-line support to the public and agency staff. You will manage correspondence, calendars, meetings, and travel, handle invoicing and purchase orders, and assist with records retention and data entry.

You will also support project communications, prepare reports and dashboards, and help ensure policies and procedures are followed, with telework options under the state's

Qualifications

• One year of experience in office support work (drafting routine correspondence, reports, or logs; handling mail; scheduling; filing).
• One year of experience in document processing; ensuring compliance with laws, rules, and procedures.
• Six months’ experience using standard computer software to create documents, develop spreadsheets, or maintain databases.
• Possession of an Associate’s degree or higher.

Responsibilities

• Serves as liaison with internal/external contacts; responds to inquiries and provides guidance.
• Creates formatted documents, generates presentations, manages schedules, and maintains databases.
• Delivers excellent customer service in-person, electronic, or written communication.
• Coordinates administrative elements of projects including timelines, meetings, and travel arrangements.
• Uses information systems to enter, update, modify, delete, retrieve, and report data.

Skills

Office support

Document processing

Automated information systems

MS Office

Data entry

Education

Associate’s degree or higher

Tools

MS Office

Job description

Introduction

The DNREC Division of Climate, Coastal and Energy uses an integrated approach of applied science, education, policy development, and incentives to address Delaware’s climate, energy, and coastal challenges.

Summary Statement

These two positions provide the first level of administrative support within the Division of Climate, Coastal and Energy (CCE), serving the State Energy Office or Coastal Programs Section. Duties include customer service and serving as a primary contact for the public, agency staff, and program partners; managing correspondence, calendars, meetings, and events; preparing and tracking documents, files, and records; and coordinating fiscal transactions, including invoices, purchase orders, vouchers, and travel requests. Each position also serves as Timekeeper and Archives/Records Officer and supports CCE administrative process improvements.

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

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.

Additional Posting Information

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

Conditions of Hire

DNREC does not provide sponsorship for holders of H-1 B Visas.

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.

As a condition of hire you must possess a valid driver's license (not suspended, revoked or cancelled, or disqualified from driving).

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.