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State of Delaware

Senior Administrative Specialist

State of Delaware, Dover

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Introduction
The mission of the Planning Division is to provide excellence in transportation through an inclusive and comprehensive transportation planning and permitting process that seeks solutions to the state's transportation needs by balancing safety, choice, environmental stewardship, economic development, financial accountability, and quality of life.
Click here to learn more about DelDOT Planning Division.
Summary Statement
This position is responsible for providing general administrative support for the Development Coordination section, which handles a wide variety of statewide engineering review and approval projects as well as a grant program. Duties include scheduling meetings, sending and answering emails, assigning work to appropriate teams, drafting meeting agendas and minutes, writing, editing and proofreading documents including presentations, and providing accounting support. Frequently handles sensitive, confidential, and/or political communications in situations critical to section/agency operations.
Essential Functions
Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.
  • 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.

Job Requirements
JOB REQUIREMENTS for Senior Administrative Specialist
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
  1. One year of experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
  2. One year of experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
  3. One year of experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
  4. Six months' experience in providing guidance and consultation to management, customers, and others on administrative matters.

Additional Posting Information
Writing Exercise: A writing exercise will be given at the time of interview.
Conditions of Hire
Pre-employment Drug Testing: Upon a conditional offer, you must undergo pre-employment drug testing as part of the hiring process.
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.
As a condition of hire you must possess a valid driver's license (not suspended, revoked or cancelled, or disqualified from driving).
This position is a classification organized under an exclusive bargaining representative (labor organization) that has been elected by employees as their representative for collective bargaining and other applicable terms and conditions of employment, in accordance with Title 29, Chapter 59 and Title 19, Chapter 13 and 16. This position is covered by a collective bargaining agreement based on its individual terms.
Applicants must be legally authorized to work in the United States. The State of Delaware participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our Job Seeker Resources. DelDOT does not provide employment-based sponsorship.
Benefits
To learn more about the comprehensive benefit package please visit our website at
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 StateJobs.Delaware.gov.
Accommodations
Accommodations are available for applicants with disabilities in all phases of the application and employment process. TDD users may request an auxiliary aid or service by calling (800) 232-5470 or by visiting delawarerelay.com. You may also call (302) 739-5458 or email for additional applicant services support.
The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.