Senior Administrative Specialist

JobAps; Dover (DE); On-site; USD 45,000 - 65,000; Full time

Job summary

Department of State (DOS) in Delaware seeks an experienced Administrative Specialist to lead administrative support for the leadership team and coordinate an annual conference. The role includes serving as a team lead for the internal audit team, maintaining quality management system documentation, and facilitating external accreditation processes.

Responsibilities include managing inquiries, creating documents and reports, maintaining records, and coordinating projects and travel.

Qualifications

• One year of experience in administrative specialist work.
• One year of experience using standard computer software/applications.
• One year of experience collecting, compiling, and evaluating data for reports.
• Six months' experience providing guidance and consultation to management, customers, and others on administrative matters.

Responsibilities

• Coordinate activities and respond to inquiries as liaison with contacts and the public.
• Create formatted documents, presentations, schedules, spreadsheets, and maintain databases.
• Provide excellent customer service in person, electronically, or by written communication.
• Explain and apply agency services, laws, rules, regulations, standards, policies, and procedures.
• Maintain diverse record-keeping systems and ensure compliance with retention schedules.
• Support higher-level staff with data collection, reporting, performance tracking, and dashboards.
• Draft, manage, and distribute communications for public and internal use.
• Coordinate project elements including timelines, meetings, travel arrangements.

Skills

Administrative experience

Data reporting

Office software

Guidance to management

Tools

Microsoft Office

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.
DOS offer numerous career opportunities and is dedicated to attracting and retaining highly talented individuals who are ready to make a difference in state government.
For more information, please visit our website today!

Summary Statement

The incumbent will provide lead administrative support for
the entire leadership team and is responsible for planning and coordinating an
annual conference. Additional duties include: Serving as a team lead for the
internal audit team, ensuring quality management system processes and
documentation are established, implemented, and maintained, creating training
material for QMS awareness, updating/creating audit templates and schedules,
tracking and monitoring audit activities, and acting as a liaison with external
entities on matters relating to external accreditation process.

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

• 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.

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.

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.