Senior Administrative Specialist

State of Delaware•Dover, DE

21h•Onsite

About The Position

This position supports the Division of Forensic (DFS)- Wilmington location. The primary responsibilities of a Senior Administrative Specialist are to provide phone support for clients/customers, complete records requests, use an automated system to enter and update data, process cremation permits, transcribe autopsy reports, and maintain a database of decedent information. The role involves serving as a liaison, creating documents, managing schedules, delivering customer service, applying agency rules, maintaining records, assisting higher-level staff with data and reports, reviewing information for compliance, drafting communications, coordinating projects, using automated systems, ordering supplies, and planning meetings.

Requirements

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.
A satisfactory background check (including a fingerprint-based background check administered by the Delaware State Police) is required.
The selected candidate will be required to submit a buccal swab for DNA upon employment and subjected to randomized drug testing during the term of their employment.
All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment.

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 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 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.