Senior Administrative Specialist - Office of Communication

DelDOT; Dover (DE); On-site; USD 52,000 - 76,000; Full time

Job summary

DNREC's Office of Communications seeks a Senior Administrative Specialist to support daily operations, manage schedules and budget, and prepare presentations and reports. You will staff events, assist with marketing efforts, and ensure accessibility and brand compliance.

The role offers a hybrid schedule with one remote day per week and requires strong organizational and communication skills to serve internal and external customers and maintain records and dashboards.

Qualifications

• One year of experience performing administrative specialist work (documents, communications, workflow, or related support).
• One year of experience using standard software to create documents, spreadsheets, or maintain databases.
• One year of experience collecting, compiling, and evaluating data for reports or admin documents.
• Six months of experience guiding and consulting management, customers, and others on administrative matters.

Responsibilities

• Coordinate activities with internal/external contacts and respond to inquiries.
• Create formatted documents, prepare presentations, manage schedules and spreadsheets, maintain records.
• Deliver excellent customer service in person, online, or in writing.
• Ensure communications comply with accessibility requirements and brand guidelines.
• Maintain records and logging systems in line with retention policies.
• Support data collection, reporting, and dashboard maintenance for monitoring indicators.

Skills

Administrative support

Customer service

Data reporting

Communication

Budget tracking

Tools

Microsoft Office

Database software

Job description

Introduction

The Office of Communications provides direction in all areas of the Department related to brand, community engagement, employee communications, events, marketing, media relations, web publishing, social media and multimedia production. It publishes DNREC news on the Newsroom page and features content in the Outdoor Delaware online magazine.

Summary Statement

The Delaware Department of Natural Resources and Environmental Control (DNREC) is looking for a senior administrative specialist to join its Office of Communications (OComms). This professional will support daily office operations and handle multiple tasks, including managing schedules, maintaining the budget, responding to constituent inquiries, preparing presentations and reports, staffing events and supporting marketing efforts. The specialist will also ensure communications materials comply with accessibility requirements and follow DNREC brand standards and editorial style guidelines. This position offers a hybrid schedule with one remote day per week.

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.
• Writes, 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

DNREC does not provide sponsorship for holders of H-1 B Visas.

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.

As a condition of hire you must possess a valid driver's license (not suspended, revoked or cancelled, or disqualified from driving).

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.

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.