Executive Secretary

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 performs higher level office support duties and provides specialized program support for the Office of the Secretary. Duties: perform a wide range of administrative duties including conducting research, preparing statistical reports and spreadsheets, preparing correspondence, reports and presentations, handling information requests, planning conferences and meetings, providing purchasing support, fulfilling employment administration requirements, making travel arrangements, and maintaining calendars and schedules.

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.

• Represents superior in interacting with the public, division directors, Governor's Office, legislators, special interest groups, media, agency councils, and other state/federal agencies to respond to inquiries and complaints, explain policies, procedures, regulations and the department's position on issues, to resolve problems, receive and disseminate directives; provides guidance and consultation to officials, employees and the public on policy questions and administrative matters and keeps superior informed of sensitive issues and potential problems.
  
  
• Screens and prioritizes superior's mail including intradepartmental mail; disseminates, oversees and follows-up on correspondence to be prepared by other staff personnel for superior's signature; compose and signs correspondence or composes reply for superior's signature.
  
  
• Plans, coordinates and directs office activities and/or special projects; may supervise clerical and secretarial staff; analyzes and makes recommendations regarding operating practices, policies and procedures to ensure smooth and efficient office operation; implements new/revised policies and procedures.
  
  
• Maintains daily engagement calendar of superior; screens requests for appointments and notifies superior of action taken; arranges staff, board, committee, commission and other meetings, conferences, hearings, travel, press releases and similar activities; collects and compiles materials and pertinent information for same and briefs superior; rearranges same in consultation with superior when immediate action is required in conflicting situation.
  
  
• Researches, compiles and evaluates data for studies, reports and special assignments and prepares reports and correspondence.
  
  
• Formats and types a variety of materials from written drafts, dictaphones or shorthand containing difficult terminology and confidential information.
  
  
• Maintains personal, confidential and follow-up files.

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

1. Three 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. Three 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.

Please attach a resume with your online application or use the resume tab in DEL to provide a detailed description of how your education, training and/or experience meets each job requirement including employer, experience/responsibilities and dates (month/year) of employment/training.

Applicants must be legally authorized to work in the United States. The State of Delaware participates in E-Verify and will provide the federal government with your 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.

DHSS does not provide employment-based sponsorship.

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

The application and resume 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 resume 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 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.