Administrative Specialist

State of Delaware•Dover, DE

About The Position

The Administrative Specialist provides administrative support to the Vocational Rehabilitation Director’s office and serves as a liaison with division colleagues, community partners, and business partners on behalf of the Division of Vocational Rehabilitation (DVR). The role collects, compiles, evaluates, and analyzes data and reports related to VR programs and services, applying relevant agency and federal laws, rules, regulations, policies, and procedures when maintaining and processing agency data. The position provides office and program support through customer service, document and data processing, recordkeeping, communications, project coordination, meeting and travel arrangements, and support for operational monitoring and reporting. The role may also approve or recommend approval or denial of requests or information within established standards and guidelines.

Requirements

One year of experience performing office support work, such as drafting routine correspondence, reports, or logs; operating office equipment; handling incoming and outgoing mail and shipping; answering and directing calls and taking messages; or maintaining files and supplies.
One year of experience in document processing, including 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 using an automated information system to enter, update, modify, delete, retrieve or inquire about, and report on data.
Six months of experience using standard computer software or applications to create documents, develop spreadsheets, or maintain or update databases.
Alternatively, possession of an Associate’s degree or higher.
Applicants must be legally authorized to work in the United States.

Responsibilities

Serve as a liaison with internal and external contacts, customers, clients, and the public to coordinate activities, respond to inquiries, and provide administrative guidance and consultation.
Create formatted documents and presentations; manage schedules and spreadsheets; assist with policies, procedures, guidelines, and training manuals; and maintain database information.
Deliver customer service in person, electronically, and in writing.
Apply and explain agency services, laws, rules, regulations, standards, policies, and procedures.
Create and maintain recordkeeping systems and logs for filing, tracking, and retrieving information, ensuring records comply with retention schedules.
Collect and organize data, prepare reports, support performance tracking and dashboard maintenance, and assist higher-level staff in monitoring operational and program indicators.
Review, process, and evaluate information for completeness, accuracy, and compliance; resolve discrepancies and deficiencies.
Draft, manage, and distribute communications and other materials for public or internal use.
Coordinate administrative elements of projects, including timelines, scheduling, progress documentation, and communication among team members.
Use automated information systems and computer software to enter, update, modify, delete, retrieve, and report data.
Order and maintain office supplies and equipment.
Plan and coordinate meetings, hearings, and conferences, and make travel arrangements.
May approve or recommend approval or denial of requests or information within established standards and guidelines.
Perform other related duties as required.