Administrative Specialist III

Make a Difference with DHSS

Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas.

We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession.

For more information, please visit https://dhss.delaware.gov/dhss/ today!

This position provides executive level administrative support to the Director of the Division of Services for Aging and Adults with Physical Disabilities. This position is responsible for supporting the day to day activities of the Office of the Director and will be involved in several functional areas.  This position will also be performing administrative duties in support of the office operations such as managing schedules/calendars, preparation for meetings, and may oversee the work of other administrative support.  This position will require independent critical thinking and the ability to propose recommendations to management.  An incumbent must be proficient in taking initiative and managing their workload with minimal supervision.   Additionally, an incumbent must be organized, intuitive and innovative in creating methods to collect and maintain information for the Director; this includes collaboration with other Division members to compile information.

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

1. Two years experience in coordinating administrative support operations, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
2. Two years experience in conducting research from multiple sources, analyzing data collected and preparing reports, letters, and administrative documents.
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.

To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

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.