Administrative Specialist - Traffic Section

This position works in the Traffic Section at Headquarters and processes traffic collision reports to needed parties and performs administrative functions for tow companies.  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.

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

· Knowledge of operations, services, programs and agency organization.

· Knowledge of applicable state, federal, or other laws, rules, regulations, standards, policies, procedures, and requirements.

· Knowledge of timekeeping, records management, or other relevant principles and practices.

· Skill in grammar, punctuation, spelling and composition for clean and concise communication.

· Skill in applying basic and advanced tools used in word processing applications.

· Skill in applying the tools used in creating and modifying spreadsheet and database applications.

· Ability to establish and maintain effective working relationships.

· Ability to understand, explain, and apply rules, regulations, policies and procedures.

· Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities.

· Ability to communicate effectively with staff, employees and the public, through written, electronic, and face-to-face interactions.

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.

Note:  The Division of State Police is a non-merit agency.

                                 The State of Delaware - An Equal Opportunity and Affirmative Action Employer