Administrative Specialist III

State of Delaware; New York (NY); On-site; USD 33,000 - 44,000; Full time

Job summary

Join a leading government agency as an Administrative Specialist III, where you will support the Forensic Unit and assist with various administrative tasks. This role requires coordination, communication, and compliance with regulations, making it essential for effective office operations.

Qualifications

• Two years experience in coordinating administrative support operations.
• One year experience in using automated information systems.

Responsibilities

• Prepare communications, manage calendars, and maintain records.
• Ensure HIPAA compliance and support audits and investigations.

Skills

Coordination

Research

Data Analysis

Communication

Tools

Access

Word Processing

Spreadsheets

Job description

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Join to apply for the Administrative Specialist III role at State of Delaware

Make a Difference with DHSS

Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas.

Introduction

Make a Difference with DHSS

Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas.

We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession.

For more information, please visit https://dhss.delaware.gov/dhss/ today!

Summary Statement

This position supports the Jane E. Mitchell Forensic Unit Security Supervisor(s) and may assist leadership as needed. Duties include preparing communications, managing calendars, maintaining records, scheduling, timekeeping, and coordinating training. Also responsible for data entry, reports, incident tracking, and supply management. Ensures HIPAA compliance, supports audits and investigations, and contributes to process improvements and special projects. Professionalism, confidentiality, and regulatory compliance are essential. Other duties as assigned.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.

• Applies agency laws, rules, regulations, policies and procedures in maintaining and processing agency information.
• Creates official agency word processing documents; creates and maintains agency databases typically using Access or similar software packages; creates and maintains spreadsheets; creates original presentations using software packages.
• Serves as a liaison with the public, clients, agency staff and others to exchange information and explain agency services, laws, rules, regulations, policies and procedures.
• Assures effective coordination of operational functions.
• Establishes tracking and monitoring systems and conducts follow up to ensure effective resolution of matters.
• Obtains, organizes and drafts technical and administrative material necessary for public information or departmental use. Collects and compiles data to prepare reports and provide supporting documentation.
• Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office operation.
• Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program and project activities.
• May oversee or supervise lower level employees.
  
  

Job Requirements

JOB REQUIREMENTS for Administrative Specialist III

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

• Two years experience in coordinating administrative support operations, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
• Two years experience in conducting research from multiple sources, analyzing data collected and preparing reports, letters, and administrative documents.
• One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
• One year experience in using standard computer software programs for word processing, spreadsheets or databases.
  
  

Additional Posting Information

This is a Casual/Seasonal position which is a non-pension eligible position without healthcare and/or other benefits.

Conditions of Hire

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 .

DHSS does not provide employment-based sponsorship.

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. TDD users may request an auxiliary aid or service by calling [phone] or by visiting delawarerelay.com . You may also call [phone] or email [e-mail] for additional applicant services support.

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.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Temporary

Job function

• Job function

  Administrative

• Industries

  Government Administration

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