Senior Administrative Specialist

State of Delaware•Dover, DE

About The Position

Make a Difference with DHSS Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas. We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession. For more information, please visit https://dhss.delaware.gov/dhss/ today! Summary Statement This position provides vital administrative support for the Health Promotion and Disease Prevention Section and serves as the principal assistant to the Section Chief. Duties include: planning, organizing and coordinating section chief’s schedule; administrative guidance, consultation and coordination of operations relative to the section; eStar auditor; prepares reports, minutes, travel requests and expense vouchers, purchase orders, payment vouchers, special projects; maintains spreadsheets, contracts and section files; and corresponds with public/private partners.

Requirements

At least one year of experience independently performing senior-level administrative support duties in a government, public sector, healthcare or other highly structured organizational environment that included using Microsoft Excel and Word, processing employee timekeeping records in an electronic system, preparing reports and correspondence, and managing multiple priorities with minimal supervision.
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.

Responsibilities

Planning, organizing and coordinating section chief’s schedule
Providing administrative guidance, consultation and coordination of operations relative to the section
Serving as an eStar auditor
Preparing reports, minutes, travel requests and expense vouchers, purchase orders, payment vouchers, and special projects
Maintaining spreadsheets, contracts and section files
Corresponding with public/private partners
Serving 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.
Creating formatted documents, generating and sharing presentations, managing schedules, developing and managing spreadsheets, assisting in maintaining policies, procedures, guidelines, or training manuals, and maintaining information in databases.
Delivering excellent customer service in-person, electronically, or by written communication.
Applying and explaining agency services, laws, rules, regulations, standards, policies, and procedures.
Creating and maintaining a variety of record-keeping systems or logs to file, track, and retrieve documents or other information and ensuring records are maintained in compliance with retention schedules.
Assisting 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.
Reviewing, processing, and evaluating information for completeness, accuracy, and conformity with applicable laws, rules, and regulations.
Resolving discrepancies, deficiencies in information, or other issues.
Drafting, managing, and distributing communications and other materials for public and/or internal use.
Coordinating administrative elements of projects including tracking timelines, scheduling, documenting progress, and facilitating communication between team members.
Using automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.
Ordering and maintaining office supplies and equipment.
Planning and coordinating meetings, hearings, or conferences and making travel arrangements.
May approve or recommend approval/denial of requests/information within established standards and guidelines.
Performing other related duties as required.