Administrative Specialist I
Company: Delaware State
Location: Dover, DE
Salary: $16.18 per hour
Employment Type: Part-Time
Job Description
Job Title: Administrative Specialist I
Company: Delaware State
Job Description
IntroductionMake a Difference with DHSS\r\nOur mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas.\r\nWe offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession.\r\nFor more information, please visit https://dhss.delaware.gov/dhss/ today!\r\nSummary StatementAs a member of the Records Management unit, this position serves as a liaison between the Division of Public Health and Delaware State Public Archives. Duties include scanning & indexing of vital statistics and state clinic records; researching requested archived medical records; working with state clinics to prepare medical records in accordance with policies established by the Division of Public Health and Delaware State Public Archives; training clinic staff on the proper management of records; maintaining all current forms and procedures; operating state-owned vehicles to deliver/retrieve records throughout the state.\r\nEssential FunctionsEssential 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.\r\n\r\n Applies agency laws, rules, regulations, policies and procedures in maintaining and� processing agency information.\r\n 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. \r\n 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.\r\n Assures effective coordination of operational functions. \r\n Establishes tracking and monitoring systems and conducts follow up to ensure effective resolution of matters.\r\n Obtains, organizes and drafts technical and administrative material necessary for public information or departmental use.� \r\n Collects and compiles data to prepare reports and provide supporting documentation.� \r\n Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office operation.\r\n Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program and project activities. \r\n May oversee or supervise lower level employees.� \r\n\r\nJob RequirementsJOB REQUIREMENTS for Administrative Specialist I \r\nApplicants must have education, training and/or experience demonstrating competence in each of the following areas:\r\n\r\n Six months experience in coordinating office activities such as planning/coordinating meetings or conferences; tracking workflow and follow up; composing meeting notes; directing clients/customers; explaining services to the public and customers/clients; establishing or maintaining filing/record systems. \r\n Six months 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. \r\n Six months experience in using standard computer software programs for word processing, spreadsheets or databases. \r\n Six months experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data. \r\n\r\nAdditional Posting InformationThis is a Casual/Seasonal position which is a non-pension eligible position without healthcare and/or other benefits\r\nConditions of Hire\r\nApplicants 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.\r\nDHSS does not provide employment-based sponsorship.\r\n\r\nSelection Process\r\nOnce 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.\r\nThe 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.\r\n\r\nAccommodationsAccommodations 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.\r\nThe 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. \r\n