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Administrative Support Specialist II

2 months ago

Wilmington, Delaware, United States DelDOT Full time

Overview

The individual in this role will provide comprehensive administrative assistance to the Vocational Rehabilitation Transition Administration. This position involves acting as a crucial intermediary, engaging with students, families, community stakeholders, including educational personnel and business partners, to represent the DVR agency effectively. The incumbent will be responsible for acquiring, organizing, and maintaining client information essential for the Transition Programs.

Key Responsibilities

The following are essential duties that are common across all roles within this classification and are not intended to be an exhaustive list of all responsibilities:
  • Implements agency regulations, policies, and procedures in the management and processing of organizational information.
  • Develops official documentation for the agency; manages and updates databases, typically utilizing Access or similar software; creates and maintains spreadsheets; designs original presentations using various software tools.
  • Acts as a liaison with the public, clients, agency personnel, and other stakeholders to convey information and clarify agency services, regulations, and policies.
  • Ensures effective coordination of operational activities.
  • Establishes tracking and monitoring systems and conducts follow-ups to guarantee effective resolution of issues.
  • Gathers, organizes, and drafts technical and administrative materials necessary for public information or departmental purposes.
  • Collects and compiles data to generate reports and provide supporting documentation.
  • Evaluates routine operational practices and procedures, offering recommendations to enhance office efficiency.
  • Maintains and manages data and/or filing systems to ensure effective, accurate, and easily retrievable documentation of operations, programs, and project activities.
  • May oversee or guide junior staff members.

Qualifications

Required Qualifications for Administrative Specialist II

Candidates must demonstrate education, training, and/or experience in the following areas:
  • A minimum of one year of experience coordinating office activities, including planning meetings or conferences, tracking workflow, composing meeting notes, directing clients, and maintaining filing systems.
  • At least one year of experience in document processing, which involves reviewing and assessing records for completeness and compliance with regulations, resolving discrepancies, interpreting information, and monitoring activities.
  • One year of experience utilizing an automated information system for data entry, updates, modifications, deletions, retrievals, and reporting.
  • One year of experience with standard computer software applications for word processing, spreadsheets, or databases.