Office Operations Coordinator

2 weeks ago

Dover, Delaware, United States DelDOT Full time

Introduction

Make a Difference with DelDOT

At the Delaware Department of Transportation (DelDOT), our mission is to enhance the quality of life for Delaware residents by ensuring safe and efficient transportation systems. We are committed to fostering independence and supporting our community through various services.

We provide a wide range of career opportunities and are focused on attracting and retaining skilled professionals who are eager to contribute positively to our community. DelDOT is an excellent place to begin your career journey.

Summary Statement

The Administrative Specialist I is tasked with welcoming visitors to the department. The role involves direct interaction with the public at the reception area, offering general information regarding services, documentation, and case inquiries, while also assessing customer needs for further assistance. Responsibilities include managing incoming and outgoing correspondence, digitizing and cataloging documents within the DelDOT system, and providing clerical support to various team members.

Essential Functions

The essential functions outlined are fundamental responsibilities common to all positions within this classification and are not intended to be an exhaustive list of all duties for any specific role.

Implements agency regulations, policies, and procedures in the management and processing of agency information. Develops official agency documents; maintains databases typically using software such as Access; creates and manages spreadsheets; and produces original presentations using various software tools. Acts as a liaison with the public, clients, agency personnel, and others to share information and clarify agency services, regulations, and procedures. Ensures effective coordination of operational activities. Establishes monitoring systems and conducts follow-ups to guarantee effective resolution of issues. Gathers, organizes, and prepares technical and administrative materials necessary for public information or departmental purposes. Collects and compiles data to generate reports and provide necessary documentation. Evaluates routine operational practices and procedures, offering recommendations to enhance office efficiency. Maintains and organizes data and filing systems to ensure effective, accurate, and easily accessible documentation of operations and activities. May oversee or guide junior staff members.

Job Requirements

Candidates for the Administrative Specialist I position must demonstrate competence in the following areas:

A minimum of six months of experience in coordinating office activities, including planning meetings, tracking workflows, composing notes, and assisting clients. At least six months of experience in document processing, which involves reviewing records for completeness and compliance with regulations, resolving discrepancies, and monitoring activities. Six months of experience utilizing standard computer software for word processing, spreadsheets, or database management. Six months of experience using an automated information system for data entry, updates, modifications, retrieval, and reporting.

Conditions of Hire

This position is part of a classification represented by a labor organization elected by employees for collective bargaining and related employment terms, in accordance with applicable laws. A satisfactory criminal background check is required as a condition of hire, and the recruiting agency may require the applicant to cover the cost of this check.

Applicants must be legally authorized to work in the United States. DelDOT participates in E-Verify and will provide the federal government with your Form I-9 information to confirm your work authorization in the U.S.

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