Administrative Specialist

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)..

This incumbent will provide administrative support to the Chief of Special Projects in the Executive Grants and Programs Administration unit within the office of the DSAMH division director. The incumbent will support a wide variety of administrative functions, including schedule coordination, managing information flow, supply ordering and tracking, supporting meetings, and travel requests. The position will also assist with staff onboarding, the development and management of unit Standard Operating Procedures (SOPs), and other administrative duties as assigned.

• Serve as a liaison with internal and external contacts, customers, clients, and/or the public to coordinate activities, respond to inquiries, and provide guidance and consultation on administrative matters.
• Create formatted documents, generate and share presentations, manage schedules, develop and manage spreadsheets, assist in maintaining policies, procedures, guidelines, or training manuals, and maintain information in databases.
• Deliver excellent customer service in person, electronically, or by written communication.
• Apply and explain agency services, laws, rules, regulations, and policies.
• Create and maintain record‑keeping systems or logs to file, track, and retrieve documents, ensuring compliance with retention schedules.
• Assist higher‑level staff with decision making and monitoring key operational and program indicators by collecting, organizing data, preparing reports, and supporting performance tracking.
• Review, process, and evaluate information for completeness, accuracy, and conformity with applicable laws and regulations, resolving discrepancies as needed.
• Draft, manage, and distribute communications and other materials for public and internal use.
• Coordinate administrative elements of projects, including tracking timelines, scheduling, documenting progress, and facilitating communication between team members.
• Use automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.
• Order and maintain office supplies and equipment.
• Plan and coordinate meetings, hearings, or conferences and make travel arrangements.
• Approve or recommend approval/denial of requests or information within established standards and guidelines.
• Perform other related duties as required.

Applicants must have education, training, and/or experience demonstrating competence in each of the following areas:

• 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, 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.

All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are…