C/S Office Manager

Recruitment #110426-MAAJ01-160300

Go Back Apply View Benefits

Summary Statement

Responsible for managing the day-to-day office operations of the Division of People & Culture and providing confidential administrative support to the Director. The position manages the Director’s calendar, coordinates administrative workflows and logistics, prepares correspondence and meeting materials, maintains records, and tracks assignments and follow-up actions to support timely and effective delivery of the Division’s work.

Working within priorities established by the Director, the employee independently organizes office activities, implements and improves administrative procedures, and resolves operational issues within delegated authority. The employee provides administrative and logistical support for initiatives involving organizational culture and climate, employee engagement and recognition, learning and development, leadership development, and workforce analytics. Success requires sound judgment, discretion, attention to detail, and a responsive, people-centered approach to working with employees, agency leaders, and partners.

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.
  • Plans, coordinates, and manages all aspects of regional, county, division, or department level office operations.
  • Interprets, explains, and ensures compliance with state, federal, or other relevant laws, rules, regulations, standards, policies, and procedures.
  • Manages administrative support, communications, and support services, including fleet management, forms/records management, facilities management, inventory, equipment maintenance and repair, mail distribution, and other agency-specific functions. 
  • Conducts research and analyzes data to make recommendations on personnel, staff coverage, workflow, cost reduction, recordkeeping, performance standards, equipment, and supply utilization, or other functions supported. May assist with onboarding and training of new employees.
  • Ensures deadlines and performance measures are met, monitors workflow to adjust priorities, and recommends improvements. 
  • Oversees and manages record-keeping systems or logs to file, track, and retrieve documents. 
  • Maintains and participates in modernization of information systems or databases. 
  • Drafts, manages, and distributes communications and other materials for public and/or internal use.
  • Manages office supplies and equipment. Troubleshoots less complex technology or equipment errors/issues and contacts appropriate vendor or information technology personnel to resolve as needed. 
  • Supports contracting and procurement processes, and monitors adherence to budgets, applicable agreements, grants, or contracts; notifies supervisor of issues. May assist with budget preparation and monitoring.
  • Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data. 
  • Performs other related duties as required.

Job Requirements

JOB REQUIREMENTS for Office Manager
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
  1. Six months' experience in evaluating office operations such as workflow, priorities, and performance and making recommendations for improvements.
  2. Two years' 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.
  3. Two years' experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
  4. Two years’ experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
  5. One year of experience in providing guidance and consultation to management, customers, and others on administrative matters.

Additional Posting Information

This is a Casual/Seasonal position which is a non-pension eligible position without healthcare and/or other benefits.

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 hires Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our job seeker resources.

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.

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 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. 


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.
Upload Resume to Start an Application
Contact us via conventional means. For further assistance, you may contact us by phone at (302) 739-5458, or e-mail at jobs@delaware.gov.