Administrative Support

Executive/OMB • Dover, DE

2d

About The Position

This position provides administrative support to the Budget Development and Planning Division, including processing accounting- and human resource-related workflow transactions. A significant part of the role is supporting the Federal Aid Coordinator in preparing for monthly Clearinghouse Meetings. The successful candidate works independently on behalf of the division across administrative operations, communications, research activities, sensitive or critical issues, and special projects.

The role involves coordinating with internal and external contacts, providing customer service and administrative guidance, preparing and maintaining documents and information systems, managing records and workflow, and supporting procurement, contracting, and budget activities. Employees may perform other related duties as required.

Requirements

• Six months of experience evaluating office operations, including workflow, priorities, and performance, and making recommendations for improvement.
• Two years of experience performing administrative work, such as composing official documents; drafting and distributing communications or materials; tracking and resolving workflow issues; assisting with research, special projects, or data and information management; or similar work supporting administrative, technical, program, or office operations.
• Two years of experience using standard computer software or applications to create documents, develop spreadsheets, or maintain or update databases.
• Two years of experience collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
• Applicants must be legally authorized to work in the United States.
• New hires must report to Statewide New Employee Orientation on their first day of employment.

Nice To Haves

• One year of experience editing and publishing information using Adobe.
• One year of experience using Microsoft Outlook, including scheduling and using a resource mailbox.

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.
• Process accounting- and human resource-related workflow transactions for the Budget Development and Planning Division.
• Support the Federal Aid Coordinator in preparing for monthly Clearinghouse Meetings.
• 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, maintain, and oversee record-keeping systems and logs to file, track, and retrieve information, ensuring records comply with retention schedules.
• Monitor deadlines, performance measures, and workflow; adjust priorities and recommend improvements.
• Maintain and participate in the modernization of information systems and databases.
• Draft, manage, and distribute communications and other materials for public or internal use.
• Support contracting and procurement processes and monitor compliance with budgets, agreements, grants, and contracts; notify a supervisor of issues.
• Assist with budget preparation and monitoring as needed.
• Use automated information systems and computer software to enter, update, modify, delete, retrieve, and report data.
• Conduct administrative operations, communications, research, sensitive-issue handling, and special projects independently.
• Perform other related duties as required.

Benefits

• The posting refers applicants to the State of Delaware benefits website for information about the comprehensive benefit package; specific benefits are not listed.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed