Administrative Specialist II

Recruitment #072914-MAAA02-350601

Summary Statement

The incumbent provides administrative support to the Medical and Psychiatry Department.  Duties include: ensuring meetings are scheduled, keeping minutes according to Joint Commission requirements, managing Physician credentials according to Joint Commission requirements, ensuring on-call schedules are recruited and managed, cost reporting for Center for Medicare & Medicaid Services (CMS), drafting and coordinating letters and policies, tracking various spreadsheet of data is provided, supporting the Chief Psychiatrist, Physical Therapy Services and specialty contracts such as Neurology.

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:

  1. Six months 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.
  2. Six months experience in data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.
  3. Six months experience in creating reports which includes combining and presenting data from multiple sources in an organized format.
  4. Six months experience in using standard computer software programs for word processing, spreadsheets or databases.

Conditions of Hire

Criminal background check:  A satisfactory criminal background check is required as a condition of hire.  The recruiting agency may require the applicant to pay for the criminal background check as part of the conditional offer of hire.

Pre-employment Drug Testing:  Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring process.

Benefits

To learn more about the comprehensive benefit package please visit our website at http://ben.omb.delaware.gov/

Selection Process

The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position.  It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties.  For education and training, list name of educational provider, training course titles and summary of course content.   Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.

Once you have submitted your application on-line, all future correspondence related to your application will be sent via email.  Please keep your contact information current.  You may also view all correspondence sent to you by the State of Delaware in the “My Applications” tab at www.delawarestatejobs.com.

Accommodations

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 – An Equal Opportunity and Affirmative Action Employer.