Senior Administrative Specialist

State of Delaware•Dover, DE

10d

About The Position

The Senior Administrative Specialist supports daily operations and regulatory functions by coordinating schedules, managing records and documents, assisting internal and external customers, supporting leadership with reporting and administrative tasks, and preparing for administrative hearings. The role requires organization, attention to detail, comfort with technology, confidentiality, and the ability to apply policies, procedures, and applicable laws to support accurate and efficient operations. The position serves as a liaison for internal and external contacts, provides customer service and administrative guidance, maintains records and information systems, reviews information for accuracy and compliance, supports operational reporting and projects, and coordinates meetings, hearings, conferences, and travel. Employees may also order and maintain office supplies and equipment, approve or recommend decisions within established standards, and perform other related duties. The State of Delaware Executive Branch participates in the Federal E-Verify system. New hires must attend Statewide New Employee Orientation on their first day. The State of Delaware is an Equal Opportunity employer and values a diverse workforce.

Requirements

One year of experience performing administrative specialist work, such as composing official documents, drafting and distributing communications or other materials, tracking and resolving workflow issues, assisting with research, special projects or data/information management, or similar work supporting administrative, technical, program, or office operations.
One year of experience using standard computer software or applications to create documents, develop spreadsheets, or maintain or update databases.
One year of experience collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
Six months of experience providing guidance and consultation to management, customers, and others on administrative matters.
Must be legally authorized to work in the United States.

Nice To Haves

Knowledge of providing testimony before boards, commissions, administrative bodies, or court officials.

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.
Create formatted documents and presentations; manage schedules and spreadsheets; assist with policies, procedures, guidelines, and training 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 to file, track, and retrieve documents and other information, ensuring compliance with retention schedules.
Collect and organize data, prepare reports, support performance tracking and dashboard maintenance, and assist higher-level staff with decision-making and monitoring operational or program indicators.
Review, process, and evaluate information for completeness, accuracy, and conformity with applicable laws, rules, and regulations; resolve discrepancies and deficiencies.
Draft, manage, and distribute communications and other public or internal materials.
Coordinate administrative elements of projects, including timelines, scheduling, progress documentation, and communication among team members.
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, and 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.