Administrative Specialist Iii-Management

JOB VACANCY

Administrative Specialist III

ENTRY LEVEL SALARY: $37,209 FULL TIME

OFFICE LOCATION: Dover, Delaware

OPENING DATE: 12.06.2023                       CLOSING DATE: 12.20.2023

Description of Occupational Work

The Administrative Specialist III position 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. The extent to which positions use the computer applications will vary due to specific work assignments.

Essential Functions

Essential functions are fundamental, core functions and are not intended to be an exhaustive list of all job duties. Since 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 andprocessing 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.
• Manages, opens, stamps, and distributes department mail.

• Provides phone coverage for agency administrative staff including agency switchboard.
• Obtains administrative information for which an administrator may base his/her decisions for making recommendations.
• Keeps superior apprised of issues and accomplishments, follows up and tracks work flow and resolves problems relating to procedures and deadlines.

• Coordinates administrative details with the agency's other sections and/or with other principal contacts of state/federal agencies and private businesses.
• May oversee or supervise lower level employees.

Levels of Work

Administrative Specialist III

This is the third level of Administrative Specialist work providing administrative support in a variety of operational areas to a Division Director, Chief Operating Officer, or head of a large operating unit or an administrative official typically at the upper management level. A significant aspect of the work is representing the agency on behalf of the superior in providing guidance and consultations to all levels of management on policy questions and administrative matters. Typically, only one Administrative Specialist III will be allocated to a manager.

• Word processing documents produced typically require composing correspondence, formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications.
• Spreadsheets produced typically require developing formulas for calculations, analyzing data to make projections, creating a spreadsheet, database, query database and developing/printing reports, create and use macros,recording/arranging data, creating charts/graphs.
• Database applications typically require creating and maintaining the database as the sole support and includes activities such as performing calculations and embedding objects, design, create and edit file structures; sort/filter tables; and create/modify queries.
• Presentations typically require developing layout, outline, slide presentation and handouts to create original presentations.
• Conducts limited research and analyses of agency services or other situations requiring agency action to determine, implement, or authorize an appropriate course of action.Briefs management on potential areas of difficulties.
• Coordinates operations and/or components of functional programs with Federal, local and state agencies to accomplish identified goals and objectives and assist in the administration and management of staff functions.
• Principal contacts are with department directors, division administrators, agency management, and executives outside the department and elected officials to confer and advise on the resolution of problems.Frequently handles highly sensitive, confidential, and/or political issues on behalf of the superior in situations critical to overall agency operations.

Knowledge, Skills and Abilities

The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions. Therefore, the KSA’s listed are not exhaustive or necessarily inclusive of the requirements.

• Knowledge of operations, services, programs and agency.

• Knowledge of department/division policies, priorities and objectives, operations and functions of all program areas.

• 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.

• Knowledge of principles and practices of general administration.

• Skill in applying basic and advanced tools used in word processing applications.
• Skill in applying the tools used in creating and modifying software applications.
• Skill in coordinating agency/program administrative operations.

• Skill in coordinating diverse activities to ensure completion of projects and work assignments.

• Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.
• Skill in drawing conclusions and developing solutions to operational or service problems.

• 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.

Job Requirements

JOB REQUIREMENTS for Administrative Specialist III
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

1. One year experience in coordinating administrative operations or functions such as coordinating organizational operations or components of functional programs, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
2. One year experience in document processing which includes reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies and procedures, resolve deficiencies, interpret information, and track and monitor activities.
3. One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
4. One year experience in using standard computer software programs for word processing, spreadsheets or databases.
5. Experience in data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staffor others.