Administrative Specialist - Expungements Unit

DESCRIPTION OF OCCUPATIONAL WORK

Administrative Specialists provide administrative, technical, program and/or office support work for assigned agency operations. Primary work includes assisting an administrative or technical supervisor in ensuring efficient and effective operations by carrying out various support activities. These activities may include composing official correspondence, drafting and distributing communications, resolving issues, or assisting with research, special projects or data/information management.

Work involves creating word processing documents, creating and maintaining databases, creating and maintaining spreadsheets, creating original presentations typically using a standardized software package such as Word, Excel, and Power Point. Creating and producing these support documents requires applying advanced technology skills. Depending on the assignment, work may require an employee to serve as a Notary Public. 

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 while maintaining and processing agency information.
• Creates formatted documents, generates and shares presentations, manages schedules, develops and manages spreadsheets, assists in maintaining policies, procedures, guidelines, or training manuals, and maintains information in databases.  
• 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.
• Creates and maintains a variety of record-keeping systems or logs to file, track, and retrieve documents or other information and ensures records are maintained in compliance with retention schedules.
•  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.
• Analyze and review information for completeness, accuracy, and conformity with applicable laws, rules, and regulations. Resolves discrepancies, deficiencies in information, or other issues.
• Orders and maintains office supplies and equipment.
• Performs other related duties as required.   

LEVEL OF WORK

This is the first level of administrative specialist work, providing administrative, technical, program, and/or office support work. Employees independently perform the full range of essential functions under general supervision.

• Word processing documents produced typically require formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications. Spreadsheets produced typically require recording/arranging data and creating charts/graphs. Database applications typically requires creating and maintaining the database as the sole support and includes activities such as design, create and edit file structures; sort/filter tables; and create/modify queries
• Analyze routine operating practices, procedures, and forms and makes recommendations to ensure smooth and efficient office operations
•  Keeps supervisor apprised of issues and accomplishments, follows up and tracks workflow, researches and resolves issues, and addresses problems with procedures and deadlines.
• Proofreads reports, official documents, and/or correspondence.
• Maintains personnel files and data, and oversees recordkeeping and mail distribution.
• May lead and train lower-level employees

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

1. One  year of experience in performing office support work which includes drafting routine correspondence, reports, or logs, operating office equipment, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages, or maintaining files and supplies.

2. One year of experience in data collection and document processing. This includes, but is not limited to, collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others, reviewing and evaluating records, and resolving deficiencies.

3. One year of experience in using standard computer software programs such as word processing, spreadsheets or databases to enter, update, modify, delete, and retrieve data.

4. Six months’ experience in using standard software programs to create, develop, and maintain databases. This includes combining and presenting data from multiple sources in an organized form.

 OR

 1. Possession of an Associate’s degree or higher.

Direct deposit of paychecks is required as a condition of employment.   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.

 A satisfactory criminal background check is required as a condition of employment.  

This position is a classification organized under an exclusive bargaining representative (labor organization) that has been elected by employees as their representative for collective bargaining and other applicable terms and conditions of employment, in accordance with Title 29, Chapter 59 and Title 19, Chapter 13 and 16.  This position is covered by a collective bargaining agreement based on its individual terms. . 

Accommodations are available for applicants with disabilities in all phases of the application and employment process.  TDD users may request

an auxiliary aid or service by calling 1-800-232-5470 or by visiting https://delawarerelay.com/

You may also call (302)739-5458 or email DHR_ADAConcerns@delaware.gov for additional applicant services support.

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