Senior Administrative Specialist
DelDOT, Wilmington, DE, United States
Summary Statement
This position supports the Division of Forensic (DFS)- Wilmington location. The primary responsibilities of a Senior Administrative Specialist are to provide phone support for clients/customers, complete records requests, use an automated system to enter and update data, process cremation permits, transcribe autopsy reports, and maintain a database of decedent information.
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.
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 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 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
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
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 others on administrative matters.
Conditions 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 hire's Form I-9 information to confirm that you are authorized to work in the U.S.
This position is a classification organized under an exclusive bargaining representative (labor organization) that has been elected by employees as their representative for collective bargaining and other applicable terms and conditions of employment, in accordance with Title 29, Chapter 59 and Title 19, Chapter 13 and 16. This position is covered by a collective bargaining agreement based on its individual terms.
As a condition of hire, a satisfactory background check (including a fingerprint-based background check administered by the Delaware State Police) is required. The selected candidate will be required to submit a buccal swab for DNA upon employment and be subjected to randomized drug testing during the term of their employment.
All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.
Benefits
To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/.
Selection Process
The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties.
For education and training, list name of educational provider, training course titles and summary of course content. Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.
Once you have submitted your application online, all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the “My Applications” tab at StateJobs.Delaware.gov.
Accommodations
Accommodations are available for applicants with disabilities in all phases of the application and employment process.
Individuals who use TDD may request auxiliary aid or service by calling (800) 232-5470 or by visiting delawarerelay.com.
If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call (302) 739-5458 or email jobs@delaware.gov.
The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out 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.
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This position supports the Division of Forensic (DFS)- Wilmington location. The primary responsibilities of a Senior Administrative Specialist are to provide phone support for clients/customers, complete records requests, use an automated system to enter and update data, process cremation permits, transcribe autopsy reports, and maintain a database of decedent information.
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.
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 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 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
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
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 others on administrative matters.
Conditions 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 hire's Form I-9 information to confirm that you are authorized to work in the U.S.
This position is a classification organized under an exclusive bargaining representative (labor organization) that has been elected by employees as their representative for collective bargaining and other applicable terms and conditions of employment, in accordance with Title 29, Chapter 59 and Title 19, Chapter 13 and 16. This position is covered by a collective bargaining agreement based on its individual terms.
As a condition of hire, a satisfactory background check (including a fingerprint-based background check administered by the Delaware State Police) is required. The selected candidate will be required to submit a buccal swab for DNA upon employment and be subjected to randomized drug testing during the term of their employment.
All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.
Benefits
To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/.
Selection Process
The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties.
For education and training, list name of educational provider, training course titles and summary of course content. Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.
Once you have submitted your application online, all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the “My Applications” tab at StateJobs.Delaware.gov.
Accommodations
Accommodations are available for applicants with disabilities in all phases of the application and employment process.
Individuals who use TDD may request auxiliary aid or service by calling (800) 232-5470 or by visiting delawarerelay.com.
If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call (302) 739-5458 or email jobs@delaware.gov.
The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out 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.
#J-18808-Ljbffr