An incumbent in this class is responsible for providing administrative support for and acting on behalf of a top level executive.
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.
- Confers with Division Directors regarding policy implementation, personnel operational, legislative and constituent concerns; prepares memorandum to superior outlining relevant information including recommendations for actions to be taken. Ensures division's compliance with department policies.
- Reviews correspondence and reports; determines level of authority that can handle the complaint or issue; oversees tracking, reporting and review of data relating to violations and complaints; ensures intervention to correct problems and keeps the superior appropriately briefed.
- Provides liaison with the general public, Division Directors, Governors Office, legislators, council members, special interest groups, other state/federal agencies to respond to inquiries and complaints, explain policies and the department's position on issues, to resolve problems and oversee implementation of department directives.
- Oversees constituent relations including resolving crisis situations in service delivery referred by the Governor's Office, legislators, other agencies and the public; ensures that constituent contacts are handled quickly and responsively.
- Represents superior at council meetings and on task forces.
- May plan, assign, review and evaluate the work of subordinate clerical and secretarial staff; plans, coordinates and directs office activities; analyzes, recommends and implements operating practices, policies and procedures.
- Participates in drafting and analyzing legislation; gives testimony on bills; represents department at committee hearings and keeps superior informed of status.
- Prepares budget for the unit and tracks expenditures.
- Develops agenda and programs for Department management team meetings, conferences and retreats.
- Gathers and analyzes information and prepares department accomplishment and activity reports for Governor's Office.
JOB REQUIREMENTS for Executive Assistant
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
- Six months experience in public policy administration such as overseeing and directing the development, implementation and evaluation of public policies.
- Three years experience in interpreting governmental law, constitutional law, regulatory interpretation, or legislation.
- Six months experience in interacting with legislators, cabinet officials or interest groups as a liaison.
- Three years experience in program evaluation which includes evaluating programs and services to identify problems, determine compliance and evaluate the effectiveness and efficiency to ensure program goals and overall objectives are met.
- Three years experience in recommending alternatives, improvements, courses of action and other changes based on findings.
- Six months experience in budget administration which includes managing, developing, analyzing and implementing budgets; developing strategic plans and establishing internal control.
- Six months experience in narrative report writing.
Additional Posting Information
A writing sample will be requested at the time of interview.
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.
Pre-employment Drug Testing: Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring 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 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.