Administrative Specialist

About the role

The Administrative Specialist position supports both Group 3 Construction (Dover) and Group 4 Construction (Georgetown) within the Division of Transportation Solutions. The role involves coordinating office functions, managing records, processing timekeeping and leave requests, assisting with project documentation, and providing support to field and management staff.

Responsibilities

• Serves as a liaison with internal and external contacts, customers, clients, and/or the public to coordinate various activities, respond to inquiries, and provide guidance and consultation on administrative matters.
• Creates formatted documents, generates and shares presentations, manages schedules, develops and manages spreadsheets, assists in maintaining policies, procedures, guidelines, or training manuals, and maintains information in databases.
• Delivers excellent customer service in-person, electronically, or by written communication.
• Applies and explains agency services, laws, rules, regulations, standards, policies, and procedures.
• Creates and maintains a variety of record-keeping systems or logs to file, track, and retrieve documents or other information and ensures records are maintained in compliance with retention schedules.
• Affords support to higher-level staff with decision making and monitoring of key operational/program indicators by collecting/organizing data, preparing reports, supporting performance tracking and dashboard maintenance, or performing related support work.
• Reviews, processes, and evaluates information for completeness, accuracy, and conformity with applicable laws, rules, and regulations. Resolves discrepancies, deficiencies in information, or other issues.
• Drafts, manages, and distributes communications and other materials for public and/or internal use.
• Captures, tracks, and facilitates communication between team members for administrative elements of projects including tracking timelines, scheduling, documenting progress, and coordinating meetings, hearings, or conferences.
• Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.
• Orders and maintains office supplies and equipment.
• Plans and coordinates meetings, hearings, or conferences and makes travel arrangements.
• Makes approvals or recommendations for approval/denial of requests/information within established standards and guidelines.

Requirements

• One year of experience in performing office support work such as drafting routine correspondence, reports, or logs, operating office equipment, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages, or maintaining files and supplies.
• One year of experience in document processing such as reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures, resolving deficiencies, and tracking and monitoring activities.
• Six months’ experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.

Qualifications

• Possession of an Associate’s degree or higher.

Benefits

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