Division Director Assistant/Office Manager, Fraud & Consumer Protection Division Brandywine Bld[...]

State of Delaware; New York (NY); Hybrid; USD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated Assistant to support the Director of the Fraud and Consumer Protection Division. In this dynamic role, you will provide essential administrative support, manage sensitive information, and ensure the efficient operation of the Division. This position requires strong organizational skills, attention to detail, and the ability to handle a diverse set of responsibilities in a fast-paced environment. If you're passionate about public service and eager to make a difference, this opportunity offers a chance to contribute to important consumer protection efforts while enjoying a supportive work environment with comprehensive benefits.

Benefits

Loan Forgiveness Eligibility

Healthcare Plan

Pension Plan

4+ Weeks Vacation

3 Weeks Paid Sick Leave

12 Weeks Paid Parental Leave

Qualifications

• 2+ years of experience in administrative support and workflow management.
• Proficient in data analysis and report preparation.

Responsibilities

• Provide administrative support to the Director of the Fraud and Consumer Protection Division.
• Manage sensitive information and assist with various administrative tasks.

Skills

Administrative Support Coordination

Data Analysis

Research Skills

Document Preparation

Problem Solving

Education

High School Diploma

Bachelor's Degree (preferred)

Tools

Microsoft Office Suite

Access or Similar Software

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 Director of the Fraud and Consumer Protection Division seeks an Assistant to provide administrative support to the Director and the Division. The Division is composed of five key statewide units: Consumer Mediation, Medicaid Fraud, White Collar Crime, Investor Protection, and Consumer Protection. It is also home to the Attorney General’s Office of Impact Litigation. This position supports the Director in ensuring the timely and efficient management of the Division, including overseeing the Brandywine workspace, tracking legal filings, serving as the Division timekeeper, planning employee recognition and other events, preparing the Director’s reports, tracking and acting on invoices, shepherding the Division’s new hire and departure processes, assembling the Division newsletter, serving on various Division committees, assisting in the planning of Division trainings, reconciling p-cards and liaising with the fiscal unit, and other duties as assigned.

This position reports to the Director and is responsible for administrative operations such as but not limited to Division-level human resources, media and legislative inquiries, and troubleshooting on behalf of the Director and makes decisions in the official's absence, i.e., the appropriateness of signing documents, what meetings to attend, addressing inquiries of a sensitive and sometimes confidential nature from a variety of sources and seeing them through resolution. This position confers with managers and other operational personnel regarding policy implementation, administrative and operational concerns and provides guidance and consultation to staff regarding policies, procedures, departmental priorities and administrative concerns. Prepares summary reports to Director outlining relevant information concerning issues with recommendations for corrective action. Executes necessary follow-up to ensure project completion by staff with attention to development of issues for decision making by Director. Work involves extensive networking with internal and external entities regarding administrative and operational issues. While this position does not have direct reports, the incumbent may provide guidance, direction, oversight, coordination, and operational support to other administrative staff to ensure the efficient operation of the Division.

This position involves managing a diverse set of responsibilities in a fast-paced environment, sometimes with minimal oversight. As the Director’s assistant, it also involves the handling of sensitive and confidential information. Attention to detail, the demonstrated ability to maintain confidentiality, and experience managing a high volume of work while meeting important deadlines are requirements for this position. The Director's Assistant may also be called upon to assist with administrative tasks for other parts of the Division and may perform other duties as assigned.

The initial review of applications will take place on January 30, 2025.

**This position is based in the Brandywine Building at 1000 N. West St., Wilmington, DE 19801, and may be eligible for telework for up to three days per week.**

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.

1. Applies agency laws, rules, regulations, policies and procedures in maintaining and processing agency information.
2. Creates official agency word processing documents; creates and maintains agency databases typically using Access or similar software packages; creates and maintains spreadsheets; creates original presentations using software packages.
3. Serves as a liaison with the public, clients, agency staff and others to exchange information and explain agency services, laws, rules, regulations, policies and procedures.
4. Assures effective coordination of operational functions.
5. Arranges for the delivery of legal paperwork.
6. Types correspondence and legal paperwork.
7. Establishes tracking and monitoring systems and conducts follow up to ensure effective resolution of matters.
8. Obtains, organizes and drafts technical and administrative material necessary for public information or departmental use.
9. Collects and compiles data to prepare reports and provide supporting documentation.
10. Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office operation.
11. Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program and project activities.
12. May provide guidance to or oversee the work of lower-level employees.

Job Requirements

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

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.

Additional Posting Information

Please be sure to upload a recent copy of your resume, as you complete the application process for this posting. If invited for an interview, please submit a short writing sample (no more than 1 page) demonstrating your ability to write correspondence to an external constituency concerning a matter of policy, administrative process, or the reporting of results or other information. It is preferred that the writing sample be written solely by the applicant without the use of any computer-based tools. If a generative artificial intelligence tool is used, the applicant must disclose that fact, along with all prompts used in the generation of the writing sample. This position is exempt from the State of Delaware Merit System.

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.