Executive Assistant

DelDOT; Dover, Northern (DE, KY); Hybrid; USD 55,000 - 75,000; Full time

Job summary

DelDOT in Dover, DE, seeks an administrative professional to support the Office of the Controller General with HR functions, payroll, budgeting, and financial processing. You will handle daily admin tasks, prepare budgets, and generate GAAP and other accounting reports.

The role requires experience in payroll administration, accounting transactions, and narrative reporting, with liaison duties and committee support as part of the responsibilities.

Qualifications

• Three years’ experience in processing financial transactions in areas such as accounting, auditing, payroll, or taxes.
• One year of experience in payroll administration, which includes planning, organizing, coordinating, and processing payroll activities through an integrated human resource management information system.
• Six months of experience in interacting with legislators, state agency heads, division directors, or interest groups as a liaison.
• Six months of experience in budget management and control, which includes managing a budget for the purpose of keeping expenditures within the limitations of available appropriations and available revenue and maintaining, monitoring, projecting, and controlling a budget within set policies and procedures.
• Six months of experience in narrative report writing.

Responsibilities

• Plans, coordinates, and implements all human resource functions (such as job postings, hiring, etc.), including administration of personnel budget and payroll functions.
• Prepares budget for the unit and tracks expenditures to ensure compliance with budgetary recommendations.
• Analyzes, reconciles, and consolidates purchasing card transactions, vouchers, records, journals, ledgers, and statements and applies standardized accounting principles and practices.
• Processes and reviews financial and accounting transactions and codes for conformance to standard procedures and accounts.
• Generates regular reporting including monthly, quarterly, and annual reconciliations, GAAP package reporting, and other accounting reports as required.
• Plans, coordinates, and assists in office support activities to relieve administrative/technical staff of day-to-day administrative tasks as necessary.
• May act as principal assistant to the superior in a variety of operational areas which may include: disseminating directives, preparing required reports, assisting in budget preparation and development; performing special project studies including needs assessments; obtaining, organizing and drafting administrative material for public information or office use; acting as liaison with vendors, state/federal representatives, the public, etc.
• Provides support services to the Joint Finance Committee and Joint Committee on Capital Improvement.

Job description

Summary Statement

An incumbent in this class is responsible for providing administrative support for the Office of the Controller General, including all accounting and human resource-related functions. A successful candidate works independently for and on behalf of the Controller General in administrative operations, including communications, research activities, handling critical and/or sensitive issues, and managing special projects.

Essential Functions

• Plans, organizes, coordinates, and implements all human resource functions (such as job postings, hiring, etc.), including administration of personnel budget and payroll functions.
• Prepares budget for the unit and tracks expenditures to ensure compliance with budgetary recommendations.
• Analyzes, reconciles, and consolidates purchasing card transactions, vouchers, records, journals, ledgers, and statements and applies standardized accounting principles and practices.
• Processes and reviews financial and accounting transactions and codes for conformance to standard procedures and accounts.
• Generates regular reporting including monthly, quarterly, and annual reconciliations, GAAP package reporting, and other accounting reports as required.
• Plans, coordinates, and assists in office support activities to relieve administrative/technical staff of day-to-day administrative tasks as necessary.
• May act as principal assistant to the superior in a variety of operational areas which may include: disseminating directives, preparing required reports, assisting in budget preparation and development; performing special project studies including needs assessments; obtaining, organizing and drafting administrative material for public information or office use; acting as liaison with vendors, state/federal representatives, the public, etc.
• Provides support services to the Joint Finance Committee and Joint Committee on Capital Improvement.

Job Requirements

• Three years’ experience in processing financial transactions in areas such as accounting, auditing, payroll, or taxes.
• One year of experience in payroll administration, which includes planning, organizing, coordinating, and processing payroll activities through an integrated human resource management information system.
• Six months of experience in interacting with legislators, state agency heads, division directors, or interest groups as a liaison.
• Six months of experience in budget management and control, which includes managing a budget for the purpose of keeping expenditures within the limitations of available appropriations and available revenue and maintaining, monitoring, projecting, and controlling a budget within set policies and procedures.
• Six months of experience in narrative report writing.

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.

Benefits

To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

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.