Administrative Specialist II

Open to State of Delaware Merit Employees Only

Recruitment #030518-MAAA02-550100

Summary Statement

This position will provide administrative and clerical support for the Office of Civil Rights in support of the programs that it oversees; develop reports/spreadsheets for data tracking, enter data for state and federal reports into computerized systems; monitor programs/processes to ensure timeliness; manage confidential/sensitive information related to complaints and grievances; provide written/oral communication with internal/external program participants, community partners, DelDOT staff, and federal and local agencies; assist in prioritizing work for support staff.

Selective Requirement

Selective Requirements must be met in addition to the job requirements.  Applicants who do not possess the selective requirement will not be qualified.

 

  1. Three months experience in the use of an automated payroll and financial management information system such as Payroll Human Resource Statewide Technology System (PHRST) and/or First State Financial System (FSF) to enter, update, modify, delete, retrieve/inquire and report on data.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.
  • Applies agency laws, rules, regulations, policies and procedures in maintaining and  processing agency information.
     
  • Creates official agency word processing documents; creates and maintains agency databases typically using Access or similar software packages; creates and maintains spreadsheets; creates original presentations using software packages.
     
  • Serves as a liaison with the public, clients, agency staff and others to exchange information and explain agency services, laws, rules, regulations, policies and procedures.
     
  • Assures effective coordination of operational functions.
     
  • Establishes tracking and monitoring systems and conducts follow up to ensure effective resolution of matters.
     
  • Obtains, organizes and drafts technical and administrative material necessary for public information or departmental use. Collects and compiles data to prepare reports and provide supporting documentation. 
     
  • Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office operation.
     
  • Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program and project activities.
     
  • May oversee or supervise lower level employees. 

Job Requirements

JOB REQUIREMENTS for Administrative Specialist II
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

  1. One year experience in coordinating office activities such as planning/coordinating meetings or conferences; tracking workflow and follow up; composing meeting notes; directing clients/customers; explaining services to the public and customers/clients; establishing or maintaining filing/record systems.
  2. One year experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures, resolve deficiencies, interpret information, and track and monitor activities.
  3. One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
  4. One year experience in using standard computer software programs for word processing, spreadsheets or databases.

Additional Posting Information

Merit Only: Current State of Delaware employees in a position covered by the Merit System and who have completed their initial probationary period.

Conditions of Hire

Applicants must be legally authorized to work in the United States.  DelDOT does not provide employment-based sponsorship.

Pre-employment Drug Testing:  Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring process.

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.

Benefits

To learn more about the comprehensive benefit package please visit our website at http://ben.omb.delaware.gov/

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 on-line, 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 www.delawarestatejobs.com.

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.  To request an auxiliary aid or service please call (302) 739-5458. TDD users should call the Delaware Relay Service Number 1-800-232-5460 for assistance.  The State of Delaware – An Equal Opportunity and Affirmative Action Employer.