Administrative Specialist III - Expungements

Research and correct discrepancies between State and Federal records and makes necessary corrections utilizing reporting tools (Deljis, CJIS, internet Explorer, PSPortals, Patriarch, LEISS, Criminal History Case Management, JIC, etc.)

Work involves creating word processing documents typically using a standardized software package such as Word; creating and maintaining databases typically using a standardized software package such as Access; creating and maintaining spreadsheets typically using a standardized software package such as Excel; creating original presentations typically using a standardized software package such as Power Point. Creating and producing these support documents requires applying advanced technology skills. 

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.

·        Researches discrepancies between State and Federal records and makes necessary corrections.

·        Run Triple III report to audit for any discrepancies and performs corrections.

·        Run Superchecks for release of firearms.

·        Pull reports and research NICS requests for other agencies.

·        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.

·      Word processing documents produced typically require composing correspondence, formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications. Spreadsheets produced typically require developing formulas for calculations, analyzing data to make projections, creating a spreadsheet database, query database and developing/printing reports, create and use macros, recording/arranging data, creating charts/graphs.  Database applications typically require creating and maintaining the database as the sole support and includes activities such as performing calculations and embedding objects, design, create and edit file structures; sort/filter tables; and create/modify queries.  Presentations typically require developing layout, outline, slide presentation and handouts to create original presentations.

·       Conducts limited research and analyses of agency services or other situations requiring agency action to determine, implement or authorize an appropriate course of action.  Briefs management on potential areas of difficulties.

 ·     Coordinates operations and/or components of functional programs with Federal, local and state agencies to accomplish identified goals and objectives and assist in the administration and management of staff functions. 

·       Principal contacts are with department directors, division administrators, agency management, and executives outside the department and elected officials to confer and advise on the resolution of problems.  Frequently handles highly sensitive, confidential, and/or political issues on behalf of the superior in situations critical to overall agency operations.

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 the criminal justice system, Delaware Criminal Code and federal laws dealing   with criminal history records, expungements and pardons.

· Knowledge of program policies, procedures, and requirements.

· Knowledge of state and federal laws and regulations related to the area of assignment.

· Knowledge of administrative support practices and procedures.

· Knowledge of grammar, punctuation, spelling and composition.

· Knowledge of the methods and techniques in composing written communications such as   responses to inquiries and narrative reports.

· 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.

· Skill in coordinating agency/program operations.

· Ability to oversee the work of lower level clerical employees.

· 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 public.

· Knowledge of principles and practices of general administration.

· Skill in coordinating diverse activities to ensure completion of projects and work assignments.

· Knowledge of department/division policies, priorities and objectives, operations and functions of all program areas.

· Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.

· Skill in drawing conclusions and developing solutions to operational or service problems.

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

1.   Experience in office operations which includes operating office machines, handling    incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages; file maintenance; maintaining and updating supplies.

2.   Experience in data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.

3.  Experience in using standard computer software programs for word processing, spreadsheets or databases.

4.   Knowledge of creating reports which includes combining and presenting data from multiple sources in an organized format.

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 https://statejobs.delaware.gov/explore/index.shtml .  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.  To request an auxiliary aid or service, please call (302) 739-5458 TDD users should call the Delaware Relay Service Number at 1-800-232-5460 for assistance.

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

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

 **The State of Delaware – An Equal Opportunity and Affirmative Action Employer**