Administrative Specialist - Compliance & Permitting

Overview

The Division of Waste and Hazardous Substances regulates the installation, operation, maintenance, and closure of underground and above ground storage tank systems in order to prevent contamination of soils and groundwater.  for more information about Waste and Hazardous Substances Tanks Compliance.

This position will be responsible for assisting with many of the administrative duties of the Tanks Compliance Branch. This person will be responsible for managing incoming and outgoing mail. This person will be finalizing correspondences, presentations, maintaining spreadsheets and databases. This person will be responsible for ordering office supplies that involves creating, modifying, and tracking purchase requests. This person will be required to assist with scheduling meetings, interviews, trainings, timesheets, and with FOIA requests.

This person will be required to assist with answering multi-line telephone system. This person will be involved in filing documents using an electronic content management system. This person will also be required to coordinate travel for the team and any other administrative tasks as needed.

• 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.

• One year of experience in performing office support work such as drafting routine correspondence, reports, or logs, operating office equipment, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages, or maintaining files and supplies.
• One year of experience in document processing such as reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures, resolving deficiencies, and tracking and monitoring activities.
• One year of experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
• Six months’ experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
• Possession of an Associate’s degree or higher.

The State of Delaware recognizes the value of telework and flexible working schedules. This…