Administrative Specialist Ii - Smyrna, United States - State of Delaware

State of Delaware

Verified Company

Smyrna, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Introduction:

Make a Difference with DHSS

Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations.

We prioritize personal and family independence by assisting individuals and families in a variety of life areas.

We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today.

DHSS is a great place to kick-start your profession.

Summary Statement:

This role serves as a direct aide to the State EMS Director, offering vital assistance in sensitive correspondence, supporting DEMSOC meetings and annual reports, and overseeing clerical workflow.

Responsibilities also include acquiring, organizing, and drafting technical and administrative materials crucial for public information or departmental use.

Furthermore, the position ensures the efficient maintenance and control of data and filing systems, guaranteeing accurate and easily accessible documentation of operational, programmatic, and project-related activities.

Additionally, the role involves the creation and management of official agency documents, databases, spreadsheets, and presentations, as well as providing time-sensitive support to the Hospital Preparedness Program and the Office of Emergency Medical Services.

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.

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.
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.

Job Requirements:

JOB REQUIREMENTS for Administrative Specialist II
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

One year 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.
One year experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures, resolve deficiencies, interpret information, and track and monitor activities.
One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
One year experience in using standard computer software programs for word processing, spreadsheets or databases.

Conditions of Hire:

Applicants must be legally authorized to work in the United States.

The State of Delaware participates in E-Verify and will provide the federal government with your 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.

DHSS does not provide employment-based sponsorship.

Benefits:

Selection Process:

Accommodations:

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.