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Position Title: Executive Assistant Full-time: 37.5 hours/week
Salary: Minimal rate as established by contract Length of request: No end date known
Immediate Supervisor: Division Deputy Director
An incumbent in this position works independently on behalf of the superior and is responsible for administrative operations of the office, such as but not limited to communications, research activities, handling critical and/or sensitive issues. This incumbent provides guidance and consultation to leadership positions regarding policy implementation and problems, department priorities and administrative concerns. The incumbent keeps leadership apprised of relevant matters. The work involves making recommendations and offering alternatives for actions to be taken for problem resolution. The incumbent executes necessary follow-up to ensure project completion by staff with attention to development of issues for decision making by superior.
The Executive Assistant supports the State of Delaware, Department of Health and Social Services, Division of Substance Abuse and Mental Health (DSAMH) under the Division's Deputy Director.
Essential functions are fundamental, core functions common to 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.
1. Confers with Division Leadership regarding policy implementation, personnel operational, legislative and constituent concerns; prepares memorandum to superior outlining relevant information including recommendations for actions to be taken. Ensures Division's compliance with Department policies.
2. Assists the Division leadership with coordinating technology and information-sharing projects.
3. Reviews correspondence and reports; determines level of authority that can handle the complaint or issue; oversees tracking, reporting and review of data relating to violations and complaints; ensures intervention to correct problems and keeps the superior appropriately briefed.
4. Provides liaison with the general public, Division Leadership, Department Leadership, Governor's Office, legislators, council members, special interest groups, other state/federal agencies to respond to inquiries and complaints, explain policies and the Department's/Division's position on issues, to resolve problems and oversee implementation of department directives.
5. Oversees constituent relations including resolving crisis situations in service delivery referred by the Governor's Office, legislators, other agencies and the public; ensures that constituent contacts are handled quickly and responsively.
6. Develops agenda and programs for Division/Unit management team meetings, conferences and retreats.
7. Gathers and analyzes information and prepares Division accomplishment and activity reports.
8. Applies agency laws, rules, regulations, policies and procedures in maintaining and processing agency information.
9. 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.
a. Word processing documents produced typically require composing correspondence, formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications.
b. Spreadsheets produced typically require developing formulas for calculations, analyzing data to make projections, creating a spreadsheet database, query database and developing/printing reports, create and use macros, recording/arranging data, creating charts/graphs.
c. Database applications typically require creating and maintaining the database as the sole support and includes activities such as performing calculations and embedding objects, design, create and edit file structures; sort/filter tables; and create/modify queries.
d. Presentations typically require developing layout, outline, slide presentation and handouts to create original presentations.
10. Conducts limited research and analyses of Division services or other situations requiring agency action to determine, implement or authorize an appropriate course of action. Briefs management on potential areas of difficulties.
11. 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.
12. Assures effective coordination of operational functions.
13. Establishes tracking and monitoring systems and conducts follow up to ensure effective resolution of matters.
14. 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.
15. Analyzes routine operating practices and procedures and makes recommendations to ensure smooth and efficient office operation.
16. Maintains and controls data and/or filing systems to ensure effective, accurate and easily retrievable documentation of operations, program and project activities.
Knowledge, Skills, and Abilities:
The intent of the listed knowledge, skills and abilities is to give a general indication of the core requirements for all positions in the class series; therefore, the KSA's listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.
1. Knowledge of principles, practices and procedures of administration, and office management.
2. Knowledge of Division/Department policies, priorities and objectives; operations and functions.
3. Knowledge of state government systems.
4. Knowledge of management principles and practices.
5. Knowledge of program policies, procedures, and requirements.
6. Knowledge of state and federal laws and regulations related to the area of assignment.
7. Knowledge of administrative support practices and procedures.
8. Knowledge of grammar, punctuation, spelling and composition.
9. Knowledge of the methods and techniques in composing written communications such as responses to inquiries and narrative reports.
10. Knowledge of principles and practices of general administration.
11. Knowledge of department/division policies, priorities and objectives, operations and functions of all program areas.
12. Skill in oral and written communication.
13. Skill in applying basic and advanced tools used in word processing applications.
14. Skill in applying the tools used in creating and modifying spreadsheet and database applications.
15. Skill in coordinating agency/program operations.
16. Skill in coordinating diverse activities to ensure completion of projects and work assignments.
17. Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.
18. Skill in drawing conclusions and developing solutions to operational or service problems.
19. Ability to establish and maintain effective working relationships.
20. Ability to understand, explain, and apply rules, regulations, policies and procedures.
21. Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities.
22. Ability to work effectively and efficiently in managing multiple priorities.
23. Ability to effectively communicate policy.
24. Ability to learn and understand the laws and regulations governing a Division.
25. Ability to prepare clear and concise reports.
26. Ability to development and maintain effective relations with associates, employees, the public and government officials.
1. Three years' experience in interpreting governmental law, constitutional law, regulatory interpretation, or legislation.
2. Three years' experience in program evaluation which includes evaluating programs and services to identify problems, determine compliance and evaluate the effectiveness and efficiency to ensure program goals and overall objectives are met.
3. Three years' experience in recommending alternatives, improvements, courses of action and other changes based on findings.
4. Two years' experience in coordinating administrative support operations, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
5. Two years' experience in conducting research from multiple sources, analyzing data collected and preparing reports, letters, and administrative documents.
6. One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data.
7. One year experience in using standard computer software programs for word processing, spreadsheets or databases.
8. Six months experience in narrative report writing.
Experience with Data Resource Management and Systems Analysis preferred.
This job has no supervisory responsibilities
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