Administrative Specialist

State of Delaware
Any Location, DE
Category Administration
Job Description
The Administrative Specialist provides essential administrative support to the Division of Industrial Affairs. This position is responsible for developing and maintaining procedures to accurately track program-related inquiries, cases, and documentation, ensuring compliance with state and federal requirements. Your core duties include entering and updating information in a case management system, preparing and processing official correspondence and documents, and coordinating workflow with internal staff as well as state and federal stakeholders.

Requirements

  • 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.
  • Assists 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.
  • Coordinates administrative elements of projects including tracking timelines, scheduling, documenting progress, and facilitating communication between team members.
  • 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.
  • May approve or recommend approval/denial of requests/information within established standards and guidelines.
  • Performs other related duties as required.

Benefits

  • Generous Paid Time Off
  • 401k Matching
  • Retirement Plan
  • Health Insurance
  • Dental Insurance
  • Vision Insurance
  • Life Insurance
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