C/S Administrative Specialist

DelDOT; Dover, Northern (DE, KY); Hybrid; USD 32,000 - 42,000; Part time

Benefits offered by this job

Casual/Seasonal position

Job summary

The Department of Technology & Information (DTI) in Delaware is seeking an Administrative Specialist to support front desk operations and general office duties. This casual/seasonal role emphasizes accuracy, confidentiality and customer service as you coordinate schedules, prepare documents and assist staff.

The position requires a high school diploma and at least 3 years of office experience, with proficiency in Microsoft Word, Excel, Outlook and related software. Pre-employment checks apply.

Qualifications

• High School Diploma or GED required.
• Continued education or coursework in administrative skills welcomed.
• Minimum 3 years in an office environment or coordinating administrative operations.
• Experience using standard software for document creation and data handling.
• Ability to gather, analyze and present information from multiple sources.
• Operate under minimal supervision with quality and effectiveness.

Responsibilities

• Create official agency documents, databases and presentations using standard software.
• Review timesheet reporting and leave management for team staff.
• Serve as liaison with the public, clients, vendors and staff to convey information and services.
• Coordinate operational and administrative functions for the department.
• Establish tracking systems and follow up to resolve matters.
• Prepare reports and collect data to support documentation.
• Maintain calendars, emails, voicemail and schedule meetings and conferences.
• Maintain filing systems for easy retrieval of records.

Skills

Microsoft Office

Front desk

Customer liaison

Data entry

Scheduling

Record keeping

Education

High School Diploma

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Job description

Introduction

Looking for a rewarding career in the fast-paced technology industry? Look no further! The Department of Technology & Information (DTI) is Delaware’s central IT organization committed to providing technology services and collaborative solutions for Delaware while working to improve the lives of Delawareans through advanced technologies that innovate government services. Employment with DTI is an opportunity to work in a collaborative environment that offers opportunities for professional development. DTI employees have the chance to work with 'best in class IT companies' offering our employees experience operating with some of the most talented in their field. In addition to recruiting and retaining the best and brightest, DTI acknowledges and values the diversity of our employees. DTI recognizes that fostering a diverse workforce provides remarkable benefits in terms of innovative thinking, increased collection of skills and experiences, greater teamwork, and higher morale. To learn more visit DTI’s Website at https://dti.delaware.gov/. DTI offers a robust hybrid work policy for employees whose job duties are conducive to working remotely.

Summary Statement

The DTI Administrative Specialist applies agency laws, rules, regulations, policies and procedures in maintaining and processing agency information. Maintains confidentiality and privacy of information. The incumbent will be performing telephone coverage and Front Desk Receptionist duties as assigned. This position will work in coordination with other administrative support specialists for covering the front desk as well as supporting various DTI Team Director positions.

Selective Requirement

Select Requirements must be met in addition to the job requirements. Applicants who do not possess the selective requirement will not be qualified:

• Applicant must possess a high school diploma or GED.
• Possess a minimum of 2 years of experience using Microsoft Office programs such as Microsoft Word, Excel, PowerPoint and Outlook.

Essential Functions

• Creates official agency word processing documents, databases, spreadsheets, original displays and presentations, forms, brochures and other publications using agency standard software packages.
• Reviews, verifies accuracy and corrects errors in timesheet reporting and leave management systems for team staff as assigned.
• Serves as liaison with the public, clients and customers, agency staff, vendors and contractors to exchange information and explain agency services, laws, rules, regulations, policies and procedures.
• Assures effective coordination of operational and administrative functions in DTI.
• 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 voicemail, email, calendars and scheduling for individuals, conference facilities, building operations and DTI management and staff. Facilitates meetings, videoconferences, teleconferences and other aspects of operational effectiveness.
• Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program and project activities.

Job Requirements

• Possession of a High School Diploma
• Continued education, coursework or experience in related administrative skills, practices and procedures.
• Possess a minimum of 3 years experience in office environment, business practice or related activity such as coordinating administrative operations/functions.
• Experience in standard computer software packages for document creation, data manipulation, forms creation and presentation skills.
• Experience in information collecting, compiling, analyzing and presenting information/data from multiple sources to assist administrative/managerial staff.
• Function under minimal supervision with quality and effectiveness.

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

• Pre-employment Drug Testing: Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring process.
• 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.
• 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.
• 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 hire’s 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.