Administrative Specialist

State of Delaware•Dover, DE

4d•Onsite

About The Position

This position serves as an Administrative Specialist within the Public Works Section, acting as an Assistant to the Public Works Engineer. Key duties include providing customer service at the front desk, managing incoming calls and emails from the public, processing permit applications (both paper and electronic), utilizing internal systems for information retrieval, scheduling and attending meetings, taking minutes, and maintaining employee records and sensitive information. The role also involves performing timekeeping and timesheet review for approximately 15 employees. This position is designated as Report When Contacted (RWC) and may require reporting during emergency situations and severe weather events. Essential functions include serving as a liaison with internal and external contacts, creating formatted documents, generating presentations, managing schedules, developing spreadsheets, assisting in maintaining policies and procedures, and maintaining databases. The role requires delivering excellent customer service, explaining agency services and regulations, creating and maintaining record-keeping systems, assisting higher-level staff with data collection and reporting, reviewing and processing information for accuracy and compliance, drafting and distributing communications, coordinating administrative aspects of projects, using automated information systems, ordering office supplies, and planning meetings. The position may also involve approving or recommending approval/denial of requests within established guidelines.

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.
Legally authorized to work in the United States.
Satisfactory criminal background check.
Undergo pre-employment drug testing.

Nice To Haves

Possession of an Associate’s degree or higher.

Responsibilities

Serve 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.
Create formatted documents, generate and share presentations, manage schedules, develop and manage spreadsheets, assist in maintaining policies, procedures, guidelines, or training manuals, and maintain information in databases.
Deliver excellent customer service in-person, electronically, or by written communication.
Apply and explain agency services, laws, rules, regulations, standards, policies, and procedures.
Create and maintain a variety of record-keeping systems or logs to file, track, and retrieve documents or other information and ensure records are maintained in compliance with retention schedules.
Assist 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.
Review, process, and evaluate information for completeness, accuracy, and conformity with applicable laws, rules, and regulations.
Resolve discrepancies, deficiencies in information, or other issues.
Draft, manage, and distribute communications and other materials for public and/or internal use.
Coordinate administrative elements of projects including tracking timelines, scheduling, documenting progress, and facilitating communication between team members.
Use automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.
Order and maintain office supplies and equipment.
Plan and coordinate meetings, hearings, or conferences and make travel arrangements.
Approve or recommend approval/denial of requests/information within established standards and guidelines.
Perform other related duties as required.
Provide customer service at the front desk.
Receive and direct calls/e-mails from the general public.
Process paper and electronic permit applications.
Utilize internal systems for information.
Schedule and attend meetings.
Keep minutes.
Maintain employee records and sensitive information.
Perform timekeeping and timesheet review for approximately 15 employees.
Report during emergency situations and severe weather events.