Senior Administrative Specialist

Introduction

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!

This position reports to the Health Systems Protection (HSP) Section Chief and functions as administrative support for the Bureau of Healthy Environments by managing calendars, planning and coordinating office activities, tracking workflow, resolving issues, and advising management on confidential matters. Duties include daily communication and correspondence by electronic mail and telephone with the Chief and all offices in HSP. The incumbent will work with financial entry, tracking, and reconciliation in First State Financials, complete supply orders, and general administrative duties as needed, including expert‑level knowledge of Microsoft Office and special projects.

• Serve 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.
• 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, standards, policies, and procedures.
• Create and maintain a variety of record‑keeping systems or logs to file, track, and retrieve documents or other information and ensure records are maintained in compliance with retention schedules.
• Assist 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.
• Review, process, and evaluate information for completeness, accuracy, and conformity with applicable laws, rules, and regulations. Resolve discrepancies, deficiencies in information, or other issues.
• Draft, manage, and distribute communications and other materials for public and/or 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.
• May approve or recommend approval/denial of requests/information within established standards and guidelines.
• Perform other related duties as required.

JOB REQUIREMENTS for Senior Administrative Specialist

• 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…