Senior Administrative Specialist

State-of-Delawar; Dover (DE); On-site; USD 42,000 - 64,000; Full time

Job summary

The Department of Health and Social Services (DHSS) in Delaware is seeking a Senior Administrative Specialist to provide vital administrative support for the Health Promotion and Disease Prevention Section. You will serve as principal assistant to the Section Chief, manage calendars, prepare reports, and coordinate operations with public/private partners.

Responsibilities include developing schedules, maintaining records, and assisting with performance tracking and dashboards.

Qualifications

• One year of experience performing administrative specialist work such as composing official documents, drafting and distributing communications, or managing workflow.
• One year of experience using standard computer software to create documents, develop spreadsheets, or maintain databases.
• One year of experience collecting, compiling, and evaluating data from multiple sources to prepare reports or administrative documents.
• Six months' experience providing guidance and consultation to management and others on administrative matters.

Responsibilities

• Liaises with internal/external contacts to coordinate activities and respond to inquiries.
• Creates formatted documents, presentations, manages schedules, and maintains databases.
• Delivers excellent customer service in person or remotely and communicates clearly.
• Applies agency services, laws, regulations, and procedures to daily tasks.
• Maintains various record-keeping systems and ensures compliance with retention schedules.
• Supports data collection, reporting, and dashboard maintenance for performance tracking.
• Reviews information for accuracy and resolves discrepancies per regulations.
• Drafts and distributes communications for internal/public use.
• Coordinates project administrative elements, timelines, and team communication.

Skills

Administrative support

MS Excel

MS Word

Data entry

Communication

Education

Bachelor's degree or equivalent

Tools

Microsoft Excel

Microsoft Word

Job description

Introduction

Make a Difference with DHSS. Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas. We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession. For more information, please visit https://dhss.delaware.gov/dhss/ today!

Summary Statement

This position provides vital administrative support for the Health Promotion and Disease Prevention Section and serves as the principal assistant to the Section Chief. Duties include: planning, organizing and coordinating section chief’s schedule; administrative guidance, consultation and coordination of operations relative to the section; eStar auditor; prepares reports, minutes, travel requests and expense vouchers, purchase orders, payment vouchers, special projects; maintains spreadsheets, contracts and section files; and corresponds with public/private partners.

Selective Requirement

Selective Requirements must be met in addition to the job requirements.� Applicants who do not possess the selective requirement will not be qualified. Do you have at least one year of experience independently performing senior-level administrative support duties in a government, public sector, healthcare or other highly structured organizational environment that included using Microsoft Excel and Word, processing employee timekeeping records in an electronic system, preparing reports and correspondence, and managing multiple priorities with minimal supervision?

Essential Functions

• 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 Senior Administrative Specialist�

• One year of experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.


• One year of experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.


• One year of experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.


• Six months' experience in providing guidance and consultation to management, customers, and others on administrative matters.

Additional Posting Information

A writing exercise will be given at the time of interview.

Conditions of Hire

Applicants must be legally authorized to work in the United States. The State of Delaware participates in E-Verify and will provide the federal government with your 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. DHSS does not provide employment-based sponsorship. 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.

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 delawareerelay.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.