Assistant/Office Manager for the Delaware Department of Justice Chief of Staff

DelDOT; Wilmington (DE); On-site; USD 40,000 - 80,000; Full time

Job summary

Join a dynamic team in the Delaware Department of Justice as an Assistant/Office Manager, where your organizational skills and proactive approach will be key in supporting the Chief of Staff and senior leadership. This role goes beyond traditional administrative duties, involving project coordination, data management, and facilitating communication across the organization. You will play a crucial part in ensuring seamless operations while managing critical initiatives and supporting high-level priorities. If you thrive in fast-paced environments and are passionate about making a difference, this is the perfect opportunity for you to contribute to the public service mission of Delaware.

Benefits

State of Delaware healthcare plan

State of Delaware pension plan

Over 4 weeks of vacation per year

3 weeks of paid sick leave per year

12 weeks of paid parental leave

Loan forgiveness eligibility

Qualifications

• 2+ years of experience in administrative support and project coordination.
• Strong data analysis skills with proficiency in Microsoft Excel.

Responsibilities

• Coordinate meetings and manage the Chief of Staff's calendar efficiently.
• Maintain and analyze comprehensive data records for decision-making.

Skills

Organizational Skills

Data Analysis

Time Management

Communication Skills

Proactive Problem Solving

Discretion and Professionalism

Education

High School Diploma

Associate's Degree

Tools

Microsoft Excel

Project Tracking Software

Presentation Tools

Job description

Introduction

Delaware's Attorney General, the State's chief law enforcement officer, has a broad responsibility to combat crime, uphold civil rights, safeguard families, fight fraud, and protect consumers in the First State. In meeting this mission, Attorney General Kathy Jennings is supported by teams of talented lawyers and staff in the Criminal, Civil, Family, Fraud and Consumer Protection, and Civil Rights and Public Trust Divisions. Each of the more than 500 staff who work in the Office of the Attorney General are dedicated to serving all Delawareans with integrity and passion. Deputy Attorneys General, with critical support from criminal special investigators, victim service specialists, paraprofessionals, and administrative staff, prosecute criminal cases, enforce consumer laws, provide counsel to state agencies, ensure the public's access to open government, protect the abused, and much more.

Summary Statement

The Delaware Department of Justice seeks an Assistant/Office Manager to provide administrative support to the Chief of Staff and the units within the Administrative Division under their oversight. This position may also assist other senior leadership roles, including the Attorney General, Chief Deputy Attorney General, and Administrative Division Unit Heads, as needed. This integral role extends beyond traditional administrative responsibilities by taking an active role in managing data related to projects, budgets, vacancy reports, and key statistics. It also involves facilitating meetings and serving as a liaison between the Chief of Staff and internal or external stakeholders. The Administrative Specialist is expected to anticipate needs, monitor critical initiatives, and organize workflows proactively to improve efficiency and effectiveness. This position focuses on maintaining organization, tracking progress on projects, managing data, and ensuring the Chief of Staff is well-supported in addressing high-level priorities. Additionally, the role includes coordinating meetings, overseeing timelines, and serving as a strategic partner to ensure seamless operations. This role encompasses a wide range of administrative responsibilities involving the entire DOJ employee population across all three county locations. The position is based in the main offices of the New Castle County DOJ and provides direct support to the Attorney General, the Chief Deputy Attorney General, and other Administrative Division Unit Heads as needed.

Key Responsibilities:

1. Meeting Coordination and Facilitation: Schedule, organize, and attend meetings with and possibly on behalf of the Chief of Staff, ensuring agendas, supporting materials, and follow-up actions are prepared and executed. Facilitate meetings to relay and gather critical information, ensuring decisions and updates are communicated accurately. Represent the Chief of Staff in meetings, task forces, and briefings, providing updates and ensuring follow-through on action items.
2. Data Management and Reporting: Maintain and manage comprehensive data records, including projects, budgets, vacancy reports, and program statistics. Regularly analyze and update data to provide actionable insights and ensure alignment with organizational priorities. Develop tracking systems to monitor project progress, budget utilization, and compliance with policies and procedures. Prepare and share reports, dashboards, or presentations to support the Chief of Staff’s decision-making process.
3. Project Coordination and Oversight: Monitor progress on projects across the Chief of Staff’s areas of responsibility to ensure deadlines are met. Identify potential issues early and propose solutions to keep projects on track. Work with various teams to align efforts and maintain consistency.
4. Communication and Collaboration: Act as a liaison between the Chief of Staff and internal teams, ensuring clear communication and alignment. Draft correspondence, reports, and presentations to support the Chief of Staff’s objectives. Keep the Chief of Staff updated on critical developments and initiatives.
5. Administrative and Organizational Support: Manage the Chief of Staff’s calendar, prioritizing and organizing tasks for maximum efficiency. Anticipate needs and proactively address them, ensuring the Chief of Staff is prepared for engagements. Suggest and implement improvements to workflows and organizational processes.

Skills and Competencies:

1. Demonstrated ability to manage complex priorities and work in a fast-paced environment.
2. Exceptional organizational and time-management skills.
3. Strong data analysis and reporting skills with proficiency in tools such as Microsoft Excel, project tracking software, and presentation tools.
4. Excellent communication and interpersonal skills, with the ability to build relationships across all levels of the organization.
5. Proactive and resourceful, with the ability to anticipate needs and independently resolve issues.
6. High level of discretion and professionalism in handling sensitive and confidential information.

Job Requirements:

1. 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.
2. Two years experience in conducting research from multiple sources, analyzing data collected and preparing reports, letters, and administrative documents.
3. One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
4. One year experience in using standard computer software programs for word processing, spreadsheets or databases.

Conditions of Hire:

Criminal background check: A satisfactory criminal background check is required as a condition of hire. Direct deposit of paychecks is required as a condition of hire. Applicants must be legally authorized to work in the United States.

Benefits:

Department of Justice Benefits Include: May be eligible for Loan forgiveness (State and Federal). State of Delaware healthcare plan. State of Delaware pension plan. Over 4 weeks of vacation per year. 3 weeks of paid sick leave per year. 12 weeks of paid parental leave. 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. To request an auxiliary aid or service please call [phone]. TDD users should call the Delaware Relay Service Number 1-800-232-5460 for assistance. 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.