Summary Statement
We are seeking an organized, detail-oriented Administrative Specialist to handle a variety of tasks within our organization.
Responsibilities will include primary reception coverage, records management, electronic filing, spreadsheet management, primary contact for TSA, TWIC, HMA, and background check processing, and supporting other staff with organizational tasks. In addition, you will assist the Investigative and Compliance Division in processing agency certifications and licensing, such as Emergency Medical Technician (EMT) and ambulance licensing. Excellent communication skills, a knack for problem-solving, and a strong ability to support multiple operational areas is highly desired.
The Administrative Specialist’s role is to maintain smooth daily operations, assist other staff members, and ensure that administrative procedures are carried out efficiently and effectively.
Essential Functions
Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.
1. 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.
2. 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.
3. Delivers excellent customer service in-person, electronically, or by written communication.
4. Applies and explains agency services, laws, rules, regulations, standards, policies, and procedures.
5. 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.
6. 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.
7. Reviews, processes, and evaluates information for completeness, accuracy, and conformity with applicable laws, rules, and regulations. Resolves discrepancies, deficiencies in information, or other issues.
8. Drafts, manages, and distributes communications and other materials for public and/or internal use.
9. Coordinates administrative elements of projects including tracking timelines, scheduling, documenting progress, and facilitating communication between team members.
10. Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.
11. Orders and maintains office supplies and equipment.
12. Plans and coordinates meetings, hearings, or conferences and makes travel arrangements.
13. May approve or recommend approval/denial of requests/information within established standards and guidelines.
14. Performs other related duties as required.
Job Requirements
JOB REQUIREMENTS for Administrative Specialist
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
15. 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.
16. 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.
17. One year of experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
18. Six months’ experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
OR
19. Possession of an Associate’s degree or higher.
Conditions of Hire
Criminal background check: A satisfactory criminal background check is required as a condition of hire. The recruiting agency may require the applicant to pay for the criminal background check as part of the conditional offer of hire.
Applicants must be legally authorized to work in the United States. The State of Delaware Executive Branch participates in the Federal E-Verify system where the State will provide the federal government with each new hires Form I-9 information to confirm that you are authorized to work in the U.S.