C/S Administrative Specialist

Dhss/Samh•Dover, DE

About The Position

The Administrative Specialist provides administrative support to the Chief Psychiatrist. The work supports efficient and effective operations through activities such as composing official correspondence, drafting and distributing communications, coordinating workflow, resolving issues or complaints, and assisting with research, special projects, or data and information management. The role also serves as a liaison with internal and external contacts; creates and manages documents, presentations, schedules, spreadsheets, records, and database information; provides customer service; explains agency services and policies; reviews and processes information for accuracy and completeness; supports operational reporting and projects; and coordinates meetings, hearings, conferences, and travel. The position may also order and maintain office supplies and equipment and perform other related duties.

Requirements

One year of experience performing office support work, such as drafting routine correspondence, reports, or logs; operating office equipment; handling mail and shipping; answering and directing calls; taking messages; or maintaining files and supplies.
One year of experience in document processing, including reviewing 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.

Responsibilities

Serve as a liaison with internal and external contacts, customers, clients, and the public to coordinate activities, respond to inquiries, and provide guidance on administrative matters.
Create formatted documents and presentations, manage schedules and spreadsheets, assist with policies and manuals, and maintain database information.
Provide customer service in person, electronically, and in writing.
Apply and explain agency services, laws, rules, regulations, standards, policies, and procedures.
Create and maintain record-keeping systems and logs, and ensure records comply with retention schedules.
Collect and organize data, prepare reports, support performance tracking and dashboard maintenance, and assist higher-level staff with operational monitoring and decision-making.
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 team communications.
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, or 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.