Executive Assistant (Secretary)

This Position is EXEMPT from the State of Delaware Merit System

Recruitment #061422-j65263-20100

Summary Statement

This position provides secretarial and administrative support to the Supreme Court and Arms of Court. 

Essential Functions

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 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 project; 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 containing difficult terminology and confidential information.
  • Maintains personal, confidential and follow-up files.
  • Ability to lift files and boxes weighing up to 30 pounds. 

Job Requirements

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 office activities such as planning/coordinating meetings or conferences; tracking workflow and follow up; composing meeting notes; directing clients/customers; explaining services to the public and customers/clients; establishing or maintaining filing/record systems.  
  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.

Additional Posting Information

This position is located in the City of Wilmington, The Renaissance Centre, 405 N. King Street, Wilmington, DE 19801

Conditions of Hire

  • A satisfactory criminal background check is required as a condition of hire. 
  • Direct deposit of paychecks is required as a condition of hire. 

Benefits

Full-time State of Delaware Judicial Branch employees are eligible for FREE parking in the City of Wilmington!!!

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


Click on a link below to apply for this position:

Fill out the Supplemental Questionnaire and Application NOW using the Internet.
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.