Senior Administrative Specialist

JobAps; Georgetown (DE); On-site; USD 52,000 - 78,000; Full time

Job summary

Delaware Department of Transportation (DelDOT) seeks an experienced Senior Administrative Specialist to provide administrative support across South District operations. You will collect data, produce reports, assist in dashboards, train staff, and ensure policy compliance.

The role requires overtime during storms or emergencies and adaptation to multiple locations within the district. The position emphasizes data management, document preparation, and proactive support to management and public

Qualifications

• One year of experience in performing administrative specialist work, including composing official documents, drafting communications, or data management.
• 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 to prepare reports or administrative documents.
• Six months' experience guiding and consulting to management, customers, and others on administrative matters.

Responsibilities

• Acts as liaison with internal and external contacts to coordinate activities and respond to inquiries.
• Creates formatted documents, manages schedules, and develops spreadsheets.
• Delivers high-quality customer service in person, electronically, or in writing.
• Maintains records and ensures compliance with retention schedules.
• Supports data collection, reporting, and dashboard maintenance for performance tracking.
• Assists in project communications and timeline management.

Skills

Administrative support

Data analysis

Documentation

Customer service

Tools

Microsoft Office

Excel

Databases

Job description

Introduction

The mission of Maintenance & Operations is to provide excellence in transportation by keeping the state's road transportation network in a state of good repair through the careful and consistent application of personnel, equipment and financial resources.

Summary Statement

This position will be responsible for various administrative support roles for South District operations and working at various locations in South District.� The primary responsibilities include creating and analyzing various forms of data from multiple sources and using proprietary software.� Additional duties include providing training for other administrative employees, QA/QC of their data and other duties as assigned. This position must be available to work overtime as needed and during storm events and other emergency events on short notice and in some cases no advance notice.

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 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. DelDOT does not provide employment-based sponsorship.

This position is a classification organized under an exclusive bargaining representative (labor organization) that has been elected by employees as their representative for collective bargaining and other applicable terms and conditions of employment, in accordance with Title 29, Chapter 59 and Title 19, Chapter 13 and 16. This position is covered by a collective bargaining agreement based on its individual terms.

Pre-employment Drug Testing: Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring process.

Criminal background check: A satisfactory criminal background check is required as a condition of hire. The recruiting agency may require the applicant to pay for the criminal background check as part of the conditional offer of hire.

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/

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.