Administrative Specialist

State of Delaware•Dover, DE

18h

About The Position

This position supports the Clinic Manager at the Williams SSC by providing effective and efficient office coordination. Responsibilities include, but are not limited to, ordering and managing clinic supplies and inventory, compiling and organizing documents, and performing financial duties to support clinic operations. The role also fulfills front desk responsibilities across various service lines as needed, including tuberculosis, sexual and reproductive health, child health, and immunizations. This position works closely with the Clinic Manager and assists with contracts, reports, and other Department of Public Health–related tasks. This position is designated as having a State Health Operations Center (SHOC) role. The employee may be called upon to perform functions pertinent to any emergency. This includes but is not limited to coming to the work site (or an alternative work site) when other state offices are closed to perform emergency work functions at the request of the Supervisor, Section Chief, Deputy Director or Director.

Requirements

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
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.
OR Possession of an Associate’s degree or higher.

Responsibilities

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.
Drafts, 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.