Administrative Specialist Quality Assurance Unit

Mission

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.

Within this Administrative Specialist role, you will directly assist the Quality Assurance Administrator and team in ensuring efficient and effective operations. Responsibilities include maintenance of QA data and records, establishment of new filing systems, and providing customer service for various QA‑related requests. Other duties involve scheduling, managing spreadsheets, creating formatted documents, updating databases, and assisting in maintaining policies and procedures.

• 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, standards, policies, and procedures.
• Create and maintain record‑keeping systems or logs to file, track, and retrieve documents or other information; 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 and 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 or information within established standards and guidelines.
• Perform other related duties as required.

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

• 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, 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 using an automated information system to enter, update, modify, delete, retrieve, and report on data.
• Six months’ experience using standard computer software applications to create documents, develop spreadsheets, or maintain or update databases.

OR

• Possession of an Associate’s degree or higher.

Applicants must be legally authorized to work in the United States. The State of Delaware participates in E‑Verify and will provide the federal government with your Form I‑9 information to confirm that you are authorized to work in the U.S. DHSS does not provide employment‑based sponsorship. All new hires are required to attend the Statewide New Employee Orientation (SNEO) on their first day of employment.

Sessions are held at designated locations in Kent or New Castle County. A satisfactory criminal…