Administrative Specialist

Overview

The Administrative Specialist plays a critical role in supporting the Division of Industrial Affairs by managing administrative tasks that ensure program efficiency and compliance with relevant state and federal regulations. This role entails maintaining procedures to monitor inquiries, cases, and documentation related to the division’s activities.

Key Responsibilities

• Serve as a liaison with both internal team members and external partners, including customers and the public, to coordinate operations, respond to questions, and provide administrative guidance.
• Prepare formatted documents, presentations, manage calendars, develop spreadsheets, assist with policy and procedural manuals, and manage database information.
• Deliver professional customer service through face-to-face interaction, electronic communication, and written correspondence.
• Interpret and explain agency programs, legal requirements, rules, standards, and policies.
• Create and maintain comprehensive record-keeping systems for tracking and retrieving documents, ensuring compliance with document retention policies.
• Support senior staff in monitoring operational and program indicators by gathering, organizing data, preparing reports, and maintaining performance dashboards.
• Examine documents for accuracy and completeness in accordance with laws and policies; resolve any discrepancies or issues.
• Draft, coordinate, and distribute communications for both internal and public audiences.
• Manage administrative aspects of projects, including tracking deadlines, scheduling activities, documenting progress, and facilitating team communication.
• Utilize automated systems and software to manage data entry, updates, retrieval, and reporting functions.
• Order and oversee office supplies and equipment inventory.
• Organize meetings, hearings, conferences, and travel arrangements efficiently.
• Provide recommendations on approvals or denials of requests based on established criteria.
• Perform additional related duties as assigned.

Qualifications

• At least one year of experience in office support duties such as preparing routine correspondence and reports, managing mail services, answering and directing calls, and handling files and supplies.
• Minimum one year of experience in document processing with the ability to review records for compliance, resolve documentation issues, and track activities.
• At least one year experience using automated information systems for data management including entry, modification, inquiry, and reporting.
• Six months of experience with standard computer software to create documents, spreadsheets, and maintain databases.
• Alternatively, possession of an Associate’s degree or higher is acceptable.

Preferred Qualification

Fluency in spoken and written Spanish is preferred but not required to qualify.

Additional Information

This position is eligible for telework under the State of Delaware’s Alternative Work Arrangement Policy. Legal authorization to work in the United States is mandatory. New hires must attend orientation on their first day. The position falls under a collective bargaining agreement. The employer is committed to diversity and provides accommodations for applicants with disabilities. Benefit details are available on the state's official benefits website.