Senior Administrative Specialist

DelDOT; Dover (DE); On-site; USD 50,000 - 65,000; Full time

Job summary

DelDOT is seeking a Senior Administrative Specialist to support daily operations and regulatory functions in Delaware. You will coordinate schedules, manage records, assist customers, and support leadership with reporting and administrative tasks, while applying applicable laws and policies to ensure accurate operations.

The role emphasizes organization, confidentiality, and comfort with technology as you prepare for administrative hearings and maintain comprehensive documentation.

Qualifications

• One year of administrative specialist work experience.
• Experience using standard office software to create documents, develop spreadsheets, or maintain/update databases.
• Experience collecting, compiling, and evaluating data to prepare reports or letters.
• Six months' experience advising management and customers on administrative matters.

Responsibilities

• Lliaison with internal and external contacts to coordinate activities, respond to inquiries, and provide guidance on administrative matters.
• Create formatted documents, generate and share presentations, manage schedules, and maintain records and databases.
• Assist leadership with reporting, dashboard maintenance, and performance tracking; ensure compliance with laws, rules, and policies.
• Plan and coordinate meetings, hearings, or conferences and arrange travel.

Job description

Summary Statement

Join our team as a Senior Administrative Specialist and play a key role in supporting daily operations and regulatory functions. You will coordinate schedules, manage records and documents, assist internal and external customers, support leadership with reporting and administrative tasks, and prepare for administrative hearings. This role requires someone who is organized, detail‑oriented, comfortable with technology, able to maintain confidentiality, and confident in applying policies, procedures, and applicable laws to ensure accurate and efficient operations.

Preferred Qualification

Applicants who do not possess the preferred qualifications will still be eligible to compete for this position if job requirements are met.

1. Knowledge of providing testimony before boards, commissions, and administrative bodies or court officials.

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 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.�

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.

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.