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Office Manager

3 weeks ago

Dover, Delaware, United States State of Delaware Full time

Introduction

Make a Difference with DHSS

Our 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.

We 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.

For more information, please visit today


Summary Statement

The Community Partner Support Unit (CPSU) Office Manager is responsible for overseeing the daily operations and efficient functioning of CPSU's office environment. Primary work includes planning, coordinating, and managing all aspects of the office encompassing administrative support, communications, support services, and other agency-specific functions. A significant aspect of work is revising and implementing operating practices and procedures, monitoring workflow, resolving issues, and leading staff, to optimize office efficiency and effectiveness, contributing to the overall success of the organization.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.
  • Plans, coordinates, and manages all aspects of regional, county, division, or department level office operations.
  • Interprets, explains, and ensures compliance with state, federal, or other relevant laws, rules, regulations, standards, policies, and procedures.
  • Manages administrative support, communications, and support services, including fleet management, forms/records management, facilities management, inventory, equipment maintenance and repair, mail distribution, and other agency-specific functions.
  • Conducts research and analyzes data to make recommendations on personnel, staff coverage, workflow, cost reduction, recordkeeping, performance standards, equipment, and supply utilization, or other functions supported. May assist with onboarding and training of new employees.
  • Ensures deadlines and performance measures are met, monitors workflow to adjust priorities, and recommends improvements.
  • Oversees and manages record-keeping systems or logs to file, track, and retrieve documents.
  • Maintains and participates in modernization of information systems or databases.
  • Drafts, manages, and distributes communications and other materials for public and/or internal use.
  • Manages office supplies and equipment. Troubleshoots less complex technology or equipment errors/issues and contacts appropriate vendor or information technology personnel to resolve as needed.
  • Supports contracting and procurement processes, and monitors adherence to budgets, applicable agreements, grants, or contracts; notifies supervisor of issues. May assist with budget preparation and monitoring.
  • Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.
  • Performs other related duties as required.


Job Requirements

JOB REQUIREMENTS for Office Manager

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

  1. Six months' experience in evaluating office operations such as workflow, priorities, and performance and making recommendations for improvements.
  2. Two years' experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
  3. Two years' experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
  4. Two years' experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
  5. One year of experience in providing guidance and consultation to management, customers, and others on administrative matters.

Additional Posting Information

The State of Delaware recognizes the value of telework and flexible working schedules. This position is eligible for Telework according to the State of Delaware's Alternative Work Arrangement Policy. More information will be shared at the time of interview.


Conditions of Hire

Applicants 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.

DHSS does not provide employment-based sponsorship.

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.

This position is a classification organized under an exclusive bargaining representative (labor organization) that has been elected by employees as their representative for collective bargaining and other applicable terms and conditions of employment, in accordance with Title 29, Chapter 59 and Title 19, Chapter 13 and 16.  This position is covered by a collective bargaining agreement based on its individual terms.


Benefits

To learn more about the comprehensive benefit package please visit our website at


Selection Process

The 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.

Once 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 


Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.  TDD users may request an auxiliary aid or service by calling or by visiting   You may also call or email for additional applicant services support.

The 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.