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    Administrative Specialist II - New Castle, United States - DelDOT

    DelDOT
    DelDOT New Castle, United States

    3 weeks ago

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    Description

    Summary Statement

    The individual in this role provides administrative assistance to our care coordination unit. Responsibilities include tracking information, scheduling meetings, coordinating guest speakers for meetings, taking meeting minutes, sending unit communications, supporting human resource tasks like posting jobs and scheduling interviews, uploading documents into an electronic case management system, and performing other administrative duties as assigned. This position may cover New Castle County or Kent and Sussex Counties. The reporting location will vary based on the supported county, either New Castle or Dover. After the initial probationary period, the position may be eligible for a hybrid telework schedule.

    Essential Functions

    The essential functions are fundamental responsibilities that apply to all positions in this series and do not encompass every duty for any specific role within the class. Incumbents may perform similar job duties not explicitly mentioned here.

    • Applies agency laws, rules, regulations, policies, and procedures in managing and processing agency information.
    • Creates official agency documents using word processing software, maintains agency databases, typically utilizing Access or similar tools; develops and manages spreadsheets, and generates presentations with software applications.
    • Acts as a liaison with the public, clients, agency personnel, and others to exchange information and clarify agency services, laws, rules, regulations, policies, and procedures.
    • Ensures efficient coordination of operational tasks.
    • Establishes tracking and monitoring systems and follows up to ensure timely resolution of issues.
    • Gathers, organizes, and drafts technical and administrative content needed for public information or internal departmental use. Compiles data, prepares reports, and provides supporting documentation.
    • Evaluates standard operating practices and procedures, making recommendations to enhance office efficiency.
    • Manages and maintains data and filing systems to ensure accurate, accessible documentation of operations, programs, and projects.
    • May supervise lower-level staff members.

    Job Requirements

    JOB REQUIREMENTS for Administrative Specialist II Applicants should possess education, training, or experience demonstrating proficiency in the following areas:

    • One year of experience in coordinating office tasks, such as arranging meetings, tracking workflow, composing meeting notes, interacting with clients, and maintaining filing systems.
    • One year of experience in document processing, including reviewing records for compliance with regulations, resolving discrepancies, interpreting data, and monitoring activities.
    • One year of experience using automated information systems for data management.
    • One year of experience with standard computer software for word processing, spreadsheets, or databases.
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