Administrative Specialist

State of Delaware•Dover, DE

1d•Onsite

About The Position

This position provides support for the Delaware Residents’ Protection Commission (DRPC), which monitors the quality assurance system within Delaware skilled nursing facilities and assisted living facilities, including memory care units. The incumbent reports to the Executive Director and is responsible for administrative operations such as constituent relations, media and legislative inquiries, recording and publishing minutes, developing forms and documents, answering phones, scheduling meetings, attending meetings as a representative of the DRPC, troubleshooting on behalf of the Executive Director, and making decisions (as appropriate) in the Executive Director’s absence. The incumbent confers with multiple stakeholders regarding policy implementation, legislative and constituent concerns, and executes necessary follow-up to ensure project completion. Work involves extensive networking with internal and external entities regarding administrative and operational issues. The incumbent may act on behalf of the Commission at conferences, post-survey meetings, hearings, or other events. This individual would develop or update policies relative to the Commission, such as Conflict of Interest and Confidentiality Disclosure. Additionally, under the supervision of the Executive Director, the incumbent will participate in planning sessions with commission members to determine future goals and budgetary requisitions. The incumbent will be researching and drafting the annual report and will interface with volunteer commission members and the Executive Director to ensure completion of commission-related projects and that timelines are met. The incumbent shall review and analyze multiple State and Federal task force reports relating to long-term care and follow up on recommendations. This position may require travel throughout the State (eligible mileage and toll expenses reimbursed by the State of Delaware) and is not Telework eligible.

Requirements

Three years’ experience in coordinating administrative operations or functions such as coordinating organizational operations or components of functional programs, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
Three years’ experience with Outlook and Microsoft 365 products including Word, Excel, and PowerPoint.
Three years’ experience in narrative report writing and transcribing meeting minutes.
Six months experience in public relations, media relations or communications such as establishing and promoting a positive image with the public, informing or influencing specific audiences through the use of internal and external communications such as public forums, journalism, writing, marketing, advertising, promotions, or special events.
Six months experience in interacting with legislators, State officials or interest groups as a liaison.
Six months experience in project management which includes planning, developing, implementing, managing and evaluating projects to ensure objectives are met.
Six months experience in interpreting laws, rules, regulations, standards, policies, and procedures.
A satisfactory criminal background check is required as a condition of hire.
A satisfactory Adult Abuse Registry check is required as a condition of hire.
Direct deposit of paychecks is required as a condition of hire.

Nice To Haves

Knowledge of principles, practices and procedures of administration and office management.
Knowledge of department/division policies, priorities and objectives; operations and functions of all program areas.
Knowledge of state government systems.
Knowledge of management principles and practices.
Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.
Ability to work independently as well as within a team setting.
Skill in multi-tasking projects.
Skill in oral and written communication.
Ability to work effectively and efficiently in managing multiple priorities.
Ability to effectively communicate department policy.
Ability to learn and understand the laws and regulations governing a department/division.
Ability to prepare clear and concise reports.
Ability to work with diverse groups, including agency managers, legislators, union officials and employees, each with their own priorities.

Responsibilities

Provide support for the Delaware Residents’ Protection Commission (DRPC).
Manage administrative operations including constituent relations, media and legislative inquiries, recording and publishing of minutes, developing forms and documents, answering phones, and scheduling of meetings.
Attend meetings as a representative of the DRPC.
Troubleshoot on behalf of the Executive Director and make decisions (as appropriate) in the Executive Director’s absence.
Address inquiries of a sensitive and sometimes confidential nature from a variety of sources and see them through resolution.
Confer with multiple stakeholders and others regarding policy implementation, legislative and constituent concerns.
Execute necessary follow-up to ensure project completion with attention to development of issues for decision making by superior.
Network with internal and external entities regarding administrative and operational issues.
Act on behalf of the Commission at conferences, post survey meetings, hearings or other events.
Develop/or update policies relative to the Commission such as Conflict of Interest and Confidentiality Disclosure.
Participate in planning sessions with commission members to determine future goals and budgetary requisitions.
Research and draft the annual report.
Interface with volunteer commission members and Executive Director to ensure completion of commission related projects and that timelines are met.
Review and analyze multiple State and Federal taskforce reports relating to long term care and follow-up on the recommendations.
Direct and conduct special projects for superior that may involve issues of a sensitive or confidential nature.
Participate with others in planning, policy formulation, budget, and problem solving on issues being considered by the Commission.
Review correspondence and reports and ensure completion of tasks.
Serve as liaison for the general public, division directors, Governor's Office, legislators, commission members, special interest groups and other state and local agencies to respond to inquiries and complaints, explain policies, and the department/division's position on issues to resolve problems.
Track and analyze proposed legislation that impacts Delaware long term care residents, coordinate and follow up with the Commission, and closely monitor recommendations that may affect the administrative functions of the office.
Receive media requests and research issues and data to prepare an appropriate response for circulation.
Direct and oversee constituent relations function to include resolving crisis situations referred by Governor's Office, Legislators and various other entities; ensure that constituent contacts are handled appropriately, efficiently, effectively and confidentially.
Develop agendas, meeting minutes and programs for full and subcommittee open public meetings conferences or special presentations; may represent superior or DRPC at meetings and/or task forces when assigned.
Plan, assign and coordinate office activities which includes updating information on DRPC webpage & Delaware Public Meeting Calendar; analyze, recommend and implement operating practices, policies and procedures.