Administrative Specialist

Responsibilities

• Provides administrative support to Jane
  
  E. Mitchell Forensic Unit clinical operations. Responsible for word processing documents, composing correspondence, creating and managing a spreadsheet database, querying database and developing and printing reports, and tracking information.
• Maintains paper and electronic records in a secure and accessible manner.
• Coordinates with individuals, court and correctional personnel, and evaluators to schedule appointments and transportation.
• Frequently handles highly sensitive, confidential issues on behalf of the superior in situations critical to overall agency operations.
• Serves as a liaison with internal and external contacts, customers, clients, and the public to coordinate 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, and preparing data, reports, performance tracking, and dashboard maintenance.
• Reviews, processes, and evaluates information for completeness, accuracy, and conformity with applicable laws, rules, and regulations, and resolves discrepancies or deficiencies.
• 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, and report on data.
• Six months of experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
• OR a possession of an Associate’s degree or higher.
• Applicants must be legally authorized to work in the United States.

A comprehensive benefits package is available.

The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek a workforce representative of Delaware, including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.