Administrative Specialist - Coastal Programs

Introduction The Coastal Programs Section of the Division of Climate, Coastal and Energy serves as the Department's research, education, and policy lead for coastal and ocean issues. It helps manage Delaware's federal coastal zone and balance the use and protection of its resources through the integrated efforts of the Delaware Coastal Management Program and Delaware National Estuarine Research Reserve. Summary Statement This position provides an in-office anchor for the Coastal Programs Section day-to-day operations, supporting through tasks such as scheduling, communication, and record-keeping. They run the front desk of the Coastal Programs Section's State Street Commons office handling correspondence, managing calendars, planning meetings, preparing documents, tracking deadlines and deliverables, reviewing fiscal transactions, and more. Essential Functions Serves as a liaison with internal and external contacts, customers, clients, and/or the public to coordinate activities, respond to inquiries, and provide administrative guidance. 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 record-keeping systems or logs to file, track, and retrieve documents or other information and ensures records comply with retention schedules. Assists higher-level staff with decision making and monitoring 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, resolving discrepancies, deficiencies, or other issues. Drafts, manages, and distributes communications and 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 One year of experience in performing office support work such as drafting routine correspondence, reports, or logs, operating office equipment, handling incoming and outgoing mail, postal and shipping services, answering phones, directing calls and taking messages, or maintaining files and supplies. One year of experience in document processing such as reviewing and evaluating records for completeness and conformity with laws, rules, regulations, standards, policies, and procedures, resolving deficiencies, and tracking and monitoring activities. One year of experience in using an automated information system to enter, update, modify, delete, retrieve, and report on data. Six months' experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases. OR possession of an Associate's degree or higher. Additional Posting Information The State of Delaware recognizes the value of telework and flexible working schedules. This position is eligible for Alternative Work Schedules according to the State of Delaware's Alternative Work Arrangement Policy. More information will be shared at the time of interview. Conditions of Hire DNREC does not provide sponsorship for holders of H-1B visas. Applicants must be legally authorized to work in the United States. The State of Delaware Executive Branch participates in the Federal E-Verify system and will provide the federal government with each new hire's Form I-9 information to confirm that you are authorized to work in the U.S. As a condition of hire you must possess a valid driver's license (not suspended, revoked or cancelled, or disqualified from driving). All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment; sessions are held at designated locations in Kent or New Castle County. Benefits Comprehensive benefits package is available. For details, visit https://dhr.delaware.gov/benefits/ Accommodations Accommodations are available for applicants with disabilities in all phases of the application and employment process. Individuals who use TDD may request auxiliary aid or service by calling (800) 232-5470 or by visiting delawarerelay.com. If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call (302) 739-5458 or email jobs@delaware.gov. The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek 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. J-18808-Ljbffr