Senior Administrative Specialist - DNREC

State of Delaware•Dover, DE

About The Position

The Office of the Secretary provides leadership, overall policy guidance, and central administrative services to support the Department of Natural Resources and Environmental Control (DNREC). The Sr. Administrative Specialist in the Office of the Secretary (OTS) tracks and processes documents for signature, approval, or review. Duties include keeping records, managing communication between OTS leadership and department divisions, preparing weekly tracking reports, and meeting deadlines. The role handles office and phone reception, greets visitors, directs inquiries, and supports constituent relations. Other tasks include processing legal and financial notices, coordinating mail, working with Facilities Management, supporting event scheduling and building security, assisting the COO, and managing supplies and weekly reports. Strong collaboration and adaptability are required. This position must handle multiple tasks accurately and provide strong administrative support.

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.
Possess a valid driver's license (not suspended, revoked or cancelled, or disqualified from driving).

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.