An incumbent in this class is responsible for providing administrative support and acting on behalf of a top level official.
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.
- Directs and conducts special projects for superior that may involve issues of a sensitive or confidential nature.
- Participates with other professionals and managers in planning, policy formulation, budget, and problem solving on issues being considered by agency/office.
- Reviews correspondence and reports, determines level of authority that can handle issues, and directs to appropriate staff personnel for completion; oversees tracking and review of data to ensure compliance with applicable policies and procedures.
- Provides liaison with general public, division directors, Governor's Office, legislators, council members, special interest groups and other state and local agencies to respond to inquiries and complaints, explain policies, and the department/division's position on issues to resolve problems.
- Tracks and analyzes proposed legislation that affects office, coordinates and follows up with staff, and makes recommendations that may affect the administrative functions of the office for responses to legislative committees.
- Receives media requests and is required to research issues and data and prepares appropriate media responses; prepares press releases for circulation.
- Directs and oversees constituent relations function to include resolving crisis situations referred by Governor's Office, Legislators and various other entities; ensures that constituent contacts are handled appropriately, efficiently and effectively.
- Develops agendas and programs for management team meetings, conferences or special presentations by the official; represents superior at meetings and on task forces when assigned.
- Plans, assigns, reviews and evaluates the work of subordinate clerical and secretarial staff; plans, coordinates and directs office activities; analyzes, recommends and implements operating practices, policies and procedures.
JOB REQUIREMENTS for Administrative Specialist
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
- Three years experience in coordinating administrative operations or functions such as coordinating organizational operations or components of functional programs, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
- Six months experience in public relations, media relations or communications such as establishing and promoting a positive image with the public, informing or influencing specific audiences through the use of internal and external communications such as public forums, journalism, writing, marketing, advertising, promotions, or special events.
- Six months experience in interacting with legislators, cabinet officials or interest groups as a liaison.
- Six months experience in project management which includes planning, developing, implementing, managing and evaluating projects to ensure objectives are met.
- Six months experience in interpreting laws, rules, regulations, standards, policies, and procedures.
- Six months experience in narrative report writing.
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 statejobs.delaware.gov.
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.