Administrative Specialist - Compliance & Permitting

Dnrec•Dover, DE

1d•Onsite

About The Position

The DNREC - Compliance and Permitting Section regulates solid waste through the inspection of waste generators and permitting of waste management facilities. The section also develops programs to achieve sustainable waste management practices through waste reduction, re-use, and recycling. This position will be responsible for assisting with many of the administrative duties of the Tanks Compliance Branch. This person will be responsible for managing incoming and outgoing mail. This person will be finalizing correspondences, presentations, maintaining spreadsheets and databases. This person will be responsible for ordering office supplies that involves creating, modifying, and tracking purchase requests. This person will be required to assist with scheduling meetings, interviews, trainings, timesheets, and with FOIA requests. This person will be required to assist with answering multi-line telephone system. This person will be involved in filing documents using an electronic content management system. This person will also be required to coordinate travel for the team and any other administrative tasks as needed.

Requirements

One year of experience in performing office support work such as drafting routine correspondence, reports, or logs, operating office equipment, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages, or maintaining files and supplies.
One year of experience in document processing such as reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures, resolving deficiencies, and tracking and monitoring activities.
One year of experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
Six months’ experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
Possession of a valid driver's license (not suspended, revoked or cancelled, or disqualified from driving).

Nice To Haves

Associate’s degree or higher.

Responsibilities

Managing incoming and outgoing mail.
Finalizing correspondences and presentations.
Maintaining spreadsheets and databases.
Ordering office supplies, including creating, modifying, and tracking purchase requests.
Assisting with scheduling meetings, interviews, trainings, and timesheets.
Assisting with FOIA requests.
Answering a multi-line telephone system.
Filing documents using an electronic content management system.
Coordinating travel for the team.
Performing other administrative tasks as needed.
Serving 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.
Creating formatted documents, generating and sharing presentations, managing schedules, developing and managing spreadsheets, assisting in maintaining policies, procedures, guidelines, or training manuals, and maintaining information in databases.
Delivering excellent customer service in-person, electronically, or by written communication.
Applying and explaining agency services, laws, rules, regulations, standards, policies, and procedures.
Creating and maintaining a variety of record-keeping systems or logs to file, track, and retrieve documents or other information and ensuring records are maintained in compliance with retention schedules.
Assisting 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.
Reviewing, processing, and evaluating information for completeness, accuracy, and conformity with applicable laws, rules, and regulations.
Resolving discrepancies, deficiencies in information, or other issues.
Drafting, managing, and distributing communications and other materials for public and/or internal use.
Coordinating administrative elements of projects including tracking timelines, scheduling, documenting progress, and facilitating communication between team members.
Using automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.
Ordering and maintaining office supplies and equipment.
Planning and coordinating meetings, hearings, or conferences and making travel arrangements.
May approve or recommend approval/denial of requests/information within established standards and guidelines.