C/S Corporations Assistant

JobAps; Dover (DE); On-site; USD 40,000 - 52,000; Part time

Job summary

The Department of State (DOS) is seeking an Administrative Specialist to deliver a full range of office support. You will coordinate schedules, create documents, manage databases, and provide excellent service to internal and external customers.

Responsibilities include processing information, maintaining records, assisting with reporting, and supporting project timelines. This role requires accuracy, discretion, and strong communication in a government office environment.

Qualifications

• One year of office support experience (drafting routine correspondence, filing, organizing)
• One year of document processing experience (reviewing records for completeness, following procedures)
• One year of using automated information systems to enter and query data
• Six months’ experience using standard computer software to create documents and maintain databases.

Responsibilities

• Coordinate activities with internal and external contacts and provide guidance on administrative matters
• Create formatted documents, generate presentations, manage schedules, and maintain databases
• Deliver excellent customer service in person, online, or in writing
• Explain agency services, rules, and procedures to the public or staff
• Maintain various record-keeping systems and ensure retention compliance
• Assist higher-level staff with data collection, reporting, and dashboard maintenance
• Review information for completeness and accuracy, resolve discrepancies
• Draft and distribute communications for internal and external use
• Coordinate project elements, timelines, and team communication
• Use information systems to enter, update, and report data
• Order and manage office supplies and equipment
• Plan meetings and travel arrangements
• Approve requests within established guidelines
• Perform other related duties as needed

Skills

Office support

Document processing

Data entry

Computer literacy

Education

Associate degree or higher

Tools

Microsoft Office

Spreadsheet software

Job description

Introduction

Start your Career at DOS!

The Department of State's (DOS) responsibilities are found in virtually every aspect of state government: economic development, finance, transportation, housing, education, culture and quality-of-life issues. Our mission at DOS range from preserving Delaware’s historical sites and collections, to supporting small businesses and entrepreneurs, to serving consumers, public employees and veterans.

For more information, please visit our website�today!

Summary Statement

This is the first level of administrative specialist work, providing administrative, technical, program, and/or office support work for an assigned agency. Employees independently perform the full range of Essential Functions, completing routine and standardized assignments under general supervision.

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

JOB REQUIREMENTS for Administrative Specialist

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. 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.

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.�