Senior Administrative Specialist position is Exempt from Merit System

Overview

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 (Use the "Apply for this Job" box below). today!

As the Senior Administrative Specialist in the Office of the Director, you will provide executive level administrative support to the Director of the Division of Services for Aging and Adults with Physical Disabilities. This position supports the Director’s day-to-day operations and contributes across multiple functional areas. Your primary responsibilities will be performing administrative duties that support overall office operations such as managing schedules/calendars, preparation for meetings, and may include overseeing other administrative support.

Within this role you will be expected to exercise initiative and sound judgment, manage your workload with minimal supervision, collaborate with executive leaders and staff, and propose recommendations to management. Strong organizational, intuitive, and innovative skills are essential for providing a higher level of administrative support.

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.

• 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.

JOB REQUIREMENTS for Senior Administrative Specialist 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…