Senior Administrative Specialist

State of Delaware•Dover, DE

About The Position

This is the second level of administrative specialist work, providing administrative, technical, program, and/or office support work for an assigned agency. In addition to work performed at the Administrative Specialist level, employees are assigned as the principal administrative specialist for large, complex operations, requiring comprehensive or advanced specialized knowledge of legal, program, or other requirements, laws, rules, and regulations to respond to or resolve administrative matters. Examples of large, complex operations include an entire division or large operating sections within a division/department; facility/regional/county offices supporting 24/7 operations such as hospitals or treatment services, corrections, enforcement, state parks, or toll/highway maintenance; or state-level boards/commissions. Typically, only one position at this level is assigned to such operations as lead or top administrative specialist. Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

Requirements

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
One year of experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
One year of experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
One year of experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
Six months' experience in providing guidance and consultation to management, customers, and others on administrative matters.
Applicants must be legally authorized to work in the United States.
The State of Delaware Executive Branch participates in the Federal E-Verify system where the State will provide the federal government with each new hires Form I-9 information to confirm that you are authorized to work in the U.S.
Pre-employment Drug Testing: Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring process.
Criminal background check: A satisfactory criminal background check is required as a condition of hire. The recruiting agency may require the applicant to pay for the criminal background check as part of the conditional offer of hire.
All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.

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.