C/S Administrative Specialist

State of Delaware; Delaware; On-site; USD 21,000 - 28,000; Part time

Benefits offered by this job

Casual/Seasonal position

No healthcare benefits

Job summary

The State of Delaware seeks a second level administrative specialist to organize and coordinate incoming paper and electronic files, scan and file digitally, and support a front office reception area. The role reports to an administrator overseeing a statewide program from a central office and involves diverse, complex support activities.

Core duties include liaising with contacts, creating documents and presentations, managing schedules and databases, and delivering excellent customer service.

Qualifications

• One year of office support experience or equivalent responsibilities.
• One year of document processing and record-keeping exposure.
• Six months of using standard computer software to create documents and maintain databases.
• Possession of an Associate's degree or higher.

Responsibilities

• Coordinate activities with internal/external contacts and respond to inquiries.
• Create formatted documents, presentations, schedules, and spreadsheets.
• Deliver excellent customer service in person or digitally.
• Explain agency services, laws, rules, and procedures.
• Maintain record-keeping systems and ensure retention compliance.
• Support data collection, reporting, and dashboard maintenance.
• Review information for completeness and regulatory conformity.
• Draft and distribute internal/external communications.
• Coordinate project administration including timelines and meetings.
• Use information systems to enter, update, retrieve, and report data.
• Order supplies and plan travel and meetings.

Skills

Liaison with contacts

Customer service

Data entry

Office software

Education

Associate's degree or higher

Tools

MS Office

Document management systems

Job description

Summary Statement

This is the second level administrative specialist, work organizing and coordinating incoming paper and electronic files, electronic scanning/imaging of files, and filing them electronically where appropriate. Additional, administrative activities in support to the public via an in person front office reception area. Positions assigned to do this level report to an administrator typically responsible for a program area involving several functional areas of a statewide program operating from a central office for which the incumbent performs support services of a diverse and complex nature.

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

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

• 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

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

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.

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.