Administrative Specialist I- HQ HR

This position works at Headquarters in the front lobby acting as receptionist, handling the switchboard and handling the mail. In addition, this class series uses three levels in the Administrative Services occupational group, Administrative Support occupational series and describes technical and administrative work done in support of an agency’s business, programs, projects and operations. Administrative Specialists carry out a variety of activities in support of general administrative services such as budgeting, accounting, purchasing, human resources and related activities, or agency operations or state/federal programs.

Work involves creating word processing documents typically using a standardized software package such as Word; creating and maintaining databases typically using a standardized software package such as Access; creating and maintaining spreadsheets typically using a standardized software package such as Excel; creating original presentations typically using a standardized software package such as Power Point. Creating and producing these support documents requires applying advanced technology skills.

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.  

This is the first level of administrative specialist work processing administrative and program information utilizing word processing, spreadsheet and database computer applications.

• Word processing documents produced typically require formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications. Spreadsheets produced typically require recording/arranging data and creating charts/graphs. Database applications typically requires creating and maintaining the database as the sole support and includes activities such as design, create and edit file structures; sort/filter tables; and create/modify queries.
• Principal contacts are for the purpose of obtaining or verifying information in the processing of agency program data, to provide technical assistance concerning system processed information and resolving problems relating to procedures and delinquent deadlines.

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements of every position in the class. 

• Knowledge of operations, services, programs and agency organization.
• Knowledge of program policies, procedures, and requirements.
• Knowledge of state and federal laws and regulations related to the area of assignment.
• Knowledge of administrative support practices and procedures.
• Knowledge of grammar, punctuation, spelling and composition.
• Knowledge of the methods and techniques in composing written communications such as responses to inquiries and narrative reports.
• Skill in applying basic and advanced tools used in word processing applications.
• Skill in applying the tools used in creating and modifying spreadsheet and database applications.
• Skill in coordinating agency/program operations.
• Ability to oversee the work of lower level clerical employees.
• Ability to establish and maintain effective working relationships. 
• Ability to understand, explain, and apply rules, regulations, policies and procedures.
• Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities.
• Ability to communicate effectively with staff, employees and public.

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

1.   Experience in office operations which includes operating office machines, handling    incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages; file maintenance; maintaining and updating supplies.

2.   Experience in data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.

3.  Experience in using standard computer software programs for word processing, spreadsheets or databases.

4.   Knowledge of creating reports which includes combining and presenting data from multiple sources in an organized format.

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 is an Equal Opportunity and Affirmative Action Employer.