Office Manager (Administrative Specialist III)

The Office of the Child Advocate (OCA) is an agency within the judicial branch, charged with safeguarding the welfare of Delaware’s children.  It accomplishes this mission through advocacy, collaboration, evaluation, and education with a vision of safe and resilient children with supportive families.  It has 30 full-time employees, six casual/seasonal employees, thirteen contractors and over 400 volunteers. OCA operates out of all three counties. OCA’s Legal Services Division represents approximately 550 children that are experiencing foster care through Child Attorneys and Court Appointed Special Advocates.  OCA’s Office of the Investigation Coordinator (IC) monitors over 900 serious child abuse cases and leads the multidisciplinary team case reviews. OCA’s Policy and Training Division provides intensive reviews of serious child abuse cases, manages youth in transition programs, coordinates child welfare trainings, generates child welfare data and staffs the Child Protection Accountability Commission (CPAC). Administrative support is provided to all divisions through leadership, managers, and support staff. 

 OCA’s Office Manager reports to the Child Advocate and provides administrative support to the leadership team, the management team and staff. The OCA Office Manager is the lynchpin of OCA operations statewide. This employee performs general office duties such as supplies, personnel and budget functions, but is also integrally involved with data input, management and analysis.  This employee assists the Child Advocate in staffing the Child Protection Accountability Commission, assists the Chief of Legal Services and the CASA Program Director in administering OCA’s volunteer programs, assists the Chief Policy Advisor with training and data management functions, and assists the Office of the Investigation Coordinator with data and analysis functions.  This position works with fiscal and is responsible to track spending, budget planning, and grant administration.   This position works with human resources to provide personnel support.  This employee assists staff in having their technology needs met statewide.

1. Experience working with the State of Delaware processes and procedures involving fiscal, human resources and technology.
2. Experience in programming in Excel.
3. Experience with data management and data input, including quality assurance.
4. Experience reconciling budgets, managing spending and adhering to processes to assure quality.
5. Possession of a Bachelor’s Degree.

 The responsibilities will include:

• Provide administrative support to the OCA leadership team, management team and staff.
• Plan, coordinate, organize and direct office support activities on a daily basis.
• Perform general office duties such as phone coverage, supplies maintenance, archiving, and document maintenance.
• Complete fiscal functions such as managing budgets, submitting invoices, reconciling expenditures and deposits, and requesting funds.
• Complete human resource administrative functions such as submitting timesheets, tracking leave requests, compiling time analysis, onboarding new staff, and assuring completion of personnel forms. 
• Review and input data into OCA’s data management system.  Perform quality assurance on data input.
• Communicate with the public. Screen and conduct intakes regarding OCA services. 
• Support OCA staff in managing technology needs, including troubleshooting equipment issues, maintaining equipment assignments, and requesting new technology. 
• Assist in the planning of events for training, recruitment and recognition. 

1. Experience in coordinating administrative operations or functions such as coordinating organizational operations or components of functional programs, tracking workflow and resolving problems, providing guidance and consultation to management, customers, and others on administrative matters.
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 analyzing and evaluating data.
4. Experience in managing budgets, reconciling expenditures and deposits, and submitting invoices for payment.
5. Experience in handling administrative human resource matters, including timesheets, leave submissions, and personnel forms.
6. Experience in overseeing administrative office functions such as supplies, repairs, technology, and administrative support for projects and events.
7. Experience in using standard computer software programs for word processing, spreadsheets, or databases.
8. Experience in interacting with internal and external agencies to facilitate communication.
9. Ability to communicate courteously and effectively, both verbally and in writing.
10. Possession of a valid Delaware Class D driver’s license or its equivalent.

Although Sussex County (6 West Market Street, Georgetown, DE 19947) is the PREFERRED location, the location for this position can be in either New Castle County (900 King Street, Suite 350, Wilmington, DE 19801), Kent County (400 Court Street, Dover, DE 19901) OR Sussex County (6 West Market Street, Georgetown, DE 19947). 

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

Full time employees are eligible for FREE parking!!!

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

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.