Senior Administrative Specialist

DelDOT; Newark, Northern (DE, KY); Hybrid; USD 42,000 - 60,000; Full time

Job summary

Department of Health and Social Services (DHSS) in Delaware seeks an Administrative Specialist to support the Division of Health Care Quality. You will perform word processing, create and maintain spreadsheets, draft correspondence, file, schedule meetings, coordinate attendees, and manage basic office processes.

The role requires handling data from multiple sources, ensuring records comply with retention schedules, and assisting senior staff with reporting, dashboards, and administrative

Qualifications

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

Responsibilities

• Serves as a liaison with internal/external contacts to coordinate activities and provide guidance on administrative matters.
• Creates formatted documents, generates and shares presentations, manages schedules, and maintains information in databases.
• Delivers excellent customer service in-person, electronically, or by written communication.
• Applies agency services, laws, rules, regulations, standards, policies, and procedures to daily tasks.
• Maintains record-keeping systems and ensures compliance with retention schedules.

Skills

Administrative support

Office software proficiency

Data reporting

Customer service

Tools

Microsoft Word

Excel

Databases

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 is responsible for performing technical and administrative work in support of the operation of the Division of Health Care Quality and will carry out a variety of activities including word processing, use of the standard software packages, creating and maintaining spreadsheets, support documents, and presentations. Work will include using established databases to update, modify, retrieve and report on both sensitive and classified information. It also will include drafting correspondence, filing, scheduling meetings, coordinating the attendance of participants and general office support. The incumbent will work closely with and report to the Director of Regulations and Policies as well as working with the Adult Abuse Registry, scheduling appeal hearings and coordinating with multiple agencies across DHSS.

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 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. 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. 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.

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.