Administrative Support

DelDOT; Dover (DE); On-site; USD 42,000 - 52,000; Full time

Job summary

DelDOT in Dover, Delaware seeks an Administrative Support position within the Budget Development and Planning Division to handle accounting and HR workflow transactions and assist the Federal Aid Coordinator with monthly Clearinghouse Meetings. The role requires independent work, strong organization, and discretion.

You will draft and format documents, manage calendars and databases, provide excellent customer service, and help ensure compliance with policies and procedures.

Qualifications

• Six months' experience evaluating office operations and proposing improvements.
• Two years' experience performing administrative work including drafting and distributing communications.
• Two years' experience using standard computer software to create documents, develop spreadsheets, or manage databases.
• Two years’ experience collecting, compiling, and evaluating data to prepare reports or other documents.

Responsibilities

• Coordinate activities with internal and external contacts and provide guidance on administrative matters.
• Create formatted documents, manage presentations, schedules, spreadsheets, and training manuals.
• Deliver excellent customer service in person, online, or in writing.
• Explain agency services, laws, and procedures.
• Maintain record-keeping systems and ensure retention compliance.
• Monitor deadlines and workflows, suggesting improvements.
• Draft and distribute communications for public or internal use.
• Support contracting and procurement processes and monitor budgets as applicable.

Skills

Adobe

Microsoft Outlook

Job description

Summary Statement

This position is responsible for providing administrative support for the Budget Development and Planning Division, including the processing of all accounting and human resource-related workflow transactions. A significant aspect of the work is supporting the Federal Aid Coordinator to prepare for monthly Clearinghouse Meetings. A successful candidate works independently for and on behalf of BDP in administrative operations, including communications, research activities, handling critical and/or sensitive issues, and managing special projects.

Preferred Qualification

Applicants who do not possess the preferred qualification will still be eligible to compete for this position if job requirements are met.

• One year experience in editing and publishing information using Adobe.�
• One year of experience using Microsoft Outlook, including scheduling and using a resource mailbox.

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.
• Ensures deadlines and performance measures are met, monitors workflow to adjust priorities, and recommends improvements.�
• Oversees and manages record-keeping systems or logs to file, track, and retrieve documents.�
• Maintains and participates in modernization of information systems or databases.�
• Drafts, manages, and distributes communications and other materials for public and/or internal use.
• Supports contracting and procurement processes, and monitors adherence to budgets, applicable agreements, grants, or contracts; notifies supervisor of issues. May assist with budget preparation and monitoring.
• Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.�
• Performs other related duties as required.

Job Requirements

Job requirements for Administrative Support:

Please attach a resume with your online application or use the resume tab in DEL to provide a detailed description of how your education, training and/or experience meets each job requirement including employer, experience/responsibilities and dates (month/year) of employment/training.

• Six months' experience in evaluating office operations such as workflow, priorities, and performance and making recommendations for improvements.
• Two years' experience in performing administrative work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
• Two years' experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
• Two years’ experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.

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.

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.