Office Manager

Summary

The Delaware Department of Agriculture is currently seeking to hire an Office Manager to work in a role that encompasses several key responsibilities, including representing the Delaware Forest Service (DFS) as a public service representative. This position involves managing the Forestry offices, reporting on the DFS budgets and sub-budgets, serving as the DFS buyer and accounts receivable, working in the state accounting system, and collaborating closely with forest managers on budgetary matters and objective deliverables.

Other responsibilities include ensuring compliance with appropriations, managing accounts, contracts, and cooperative agreements, and drafting and formatting official memos, minutes, and reports. The Office Manager coordinates timely and accurate information-sharing with government agencies, attends public meetings, and supports operations to enhance agency efficiency. Furthermore, this role contributes to the Statewide Forest Strategy by assisting with program deliverables as assigned by the State Forester.

• Plans, coordinates, and manages all aspects of regional, county, division, or department level office operations.
• Interprets, explains, and ensures compliance with state, federal, or other relevant laws, rules, regulations, standards, policies, and procedures.
• Manages administrative support, communications, and support services, including fleet management, forms/records management, facilities management, inventory, equipment maintenance and repair, mail distribution, and other agency-specific functions.
• Conducts research and analyzes data to make recommendations on personnel, staff coverage, workflow, cost reduction, recordkeeping, performance standards, equipment, and supply utilization, or other functions supported. May assist with onboarding and training of new employees.
• Ensures deadlines and performance measures are met, monitors workflow to adjust priorities, and recommends improvements.
• Oversees and manages record-keeping systems or logs to file, track, and retrieve documents.
• Maintains and participates in modernization of information systems or databases.
• Drafts, manages, and distributes communications and other materials for public and/or internal use.
• Manages office supplies and equipment. Troubleshoots less complex technology or equipment errors/issues and contacts appropriate vendor or information technology personnel to resolve as needed.
• Supports contracting and procurement processes, and monitors adherence to budgets, applicable agreements, grants, or contracts; notifies supervisor of issues. May assist with budget preparation and monitoring.
• Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.
• Performs other related duties as required.

JOB REQUIREMENTS for Office Manager

• Six months' experience in evaluating office operations such as workflow, priorities, and performance and making recommendations for improvements.
• Two years' 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.
• Two years' experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
• Two years’ experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
• One year of 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 Delaware Executive Branch participates in the Federal E-Verify system where the State will provide the federal government with each new hires Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our job seeker resources.

All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.

To learn more about the comprehensive benefit package please visit our website at (Use the "Apply for this Job" box below)./

The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties. For education and training, list name of educational provider, training course titles and summary of course content.

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