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Administrative Specialist II

Published on January 29, 2019
Organization: Delaware State Housing Authority

 

Delaware State Housing Authority

ENTRY LEVEL SALARY: $27,870– FULL-TIME
OFFICE LOCATION: 26 The Green Dover, DE 19901
OPENING DATE: 01/29/2019
CLOSING DATE: 02/12/2019

This non-State position, located in Dover, Delaware, is responsible for a variety of activities in support of our Housing Management section. Work involves creating word processing documents typically using a standardized software package such as Word; creating and maintaining databases typically using a standardized software package such as Access; creating and maintaining spreadsheets typically using a standardized software package such as Excel; creating original presentations typically using a standardized software package such as Power Point. Creating and producing these support documents requires applying advanced technology skills.

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

  1. One year 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.
  2. One year 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.
  3. One-year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
    One-year experience in using standard computer software programs for word processing, spreadsheets or databases.

PRINCIPLE ACCOUNTABILITIES
Essential functions are fundamental, core and are not intended to be an exhaustive list of all job duties. Since specifications are descriptive and not restrictive, incumbents can complete job duties of similar kind not specifically listed here.

  • Applies agency laws, rules, regulations, policies and procedures in maintaining and processing agency information.
  • 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.
  • Answers phone and 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.
  • Assures effective coordination of operational functions.
  • Establishes tracking and monitoring systems and conducts follow up to ensure effective resolution of matters.
  • Obtains, organizes and drafts technical and administrative material necessary for public information or departmental use. Collects and compiles data to prepare reports and provide supporting documentation.
  • Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office operation.
  • Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program and project activities. Participate in recommending systems and forms enhancements.
  • Manages, opens, stamps, and distributes department mail.
  • Provides phone coverage for agency administrative staff including agency switchboard.
  • Obtains administrative information for which an administrator may base his/her decisions for making recommendations.
  • Keeps superior apprised of issues and accomplishments, follows up, and tracks work flow, and resolves problems relating to procedures and deadlines.
  • Coordinates administrative details with the agency and other sections and/or with other principal contacts of state/federal agencies and private businesses.

BENEFITS
These include up to 15 vacation days and 15 sick day leave accrual, up to 13 paid holidays a year, liberal retirement benefits, immediate access to paid health, short and long term disability, and life insurance plans and voluntary dental, vision, and various supplemental benefit options.

APPLICATION PROCEDURES: Applications must be completed by the closing date of February 12, 2019 on our website www.destatehousing.com (Click on About Us, Employment, Click Here to View All Current Openings, Select job, Scroll Down & Click “Apply Now”.) Contact: e-mail: hr@destatehousing.com

DSHA IS AN AFFIRMATIVE ACTION AND EQUAL OPPORTUNITY EMPLOYER.

Accommodations are available for applicants with disabilities in all phases of the application and employment process. Please call DSHA at 302.739.4263 or 888.363.8808 with any questions or requests. TTY/ ASCII/ VOICE/ VCO users may utilize the Telecommunications Relay Service (TRS) at 800.676.3777.

DIRECT DEPOSIT OF PAY IS A CONDITION OF EMPLOYMENT. FAILURE TO AGREE TO PARTICIPATE IN DIRECT DEPOSIT WILL RESULT IN THE WITHDRAWAL OF OFFER OF EMPLOYMENT. DSHA HAS A LAG PAY SYSTEM.

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