C/S Administrative Specialist

State of Delaware•Dover, DE

About The Position

Administrative Specialists provide administrative, technical, program, and/or office support work for assigned agency operations. Primary work includes assisting an administrative or technical supervisor in ensuring efficient and effective operations by carrying out various support activities such as composing official correspondence, drafting and distributing communications, coordinating workflow, resolving issues or complaints, or assisting with research, special projects or data/information management. Agency operations supported include administrative services such as budgeting, accounting, purchasing, contracting, payroll, or human resources; or other agency-specific programs, services, or technical functions. Employees apply knowledge and understanding of the assigned agency’s operations, programs, services, or functions, as well as relevant laws, rules, regulations, standards, policies, and procedures. Work requires the regular use of office equipment, automated information systems, and computer software. Depending on the assignment, work may require an employee to serve as a Notary Public or assist staff in preparing documentation for audits or Freedom of Information Act (FOIA) requests. Positions primarily performing general office support duties such as processing information by entering, modifying, updating, deleting, retrieving, and reporting on data, providing customer service, and responding to basic inquiries are considered for allocation to the Office Associate class series, rather than this series. Administrative Specialists may perform some of this work as an adjunct to higher-level administrative duties.

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.
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.