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State of Delaware · 1 day ago

Executive Assistant Exempt from the State of Delaware Merit System

Delaware, United States

Full-time

Onsite

Entry, Mid Level

2+ years exp

The State of Delaware's Department of Health and Social Services (DHSS) is dedicated to improving the quality of life for Delaware citizens. The Executive Assistant will support the Division Director and Bureau Chiefs by performing administrative tasks, providing operational support, and coordinating meetings and activities within the division.

Government

No H1B

Responsibilities

Represents the agency on behalf of a top-level executive by interacting with internal and external executives and other leadership, the Office of the Governor, legislators, special interest groups, the media, council/commission members, state/federal contacts, and the public

Responds to inquiries and complaints, and explains policies, procedures, regulations, and the agency’s position on issues to resolve problems, and receives and disseminates directives

Provides guidance and consultation to officials, employees, and the public on policy questions and administrative matters and keeps the executive informed of sensitive issues and potential problems

Screens and prioritizes the executive’s mail including intradepartmental mail; disseminates, oversees and follows-up on correspondence to be prepared by others for signature; composes and signs correspondence or composes replies for the executive’s signature

Recommends improvements to operating practices, policies, and procedures to ensure smooth and efficient office operation

Maintains the executive’s daily engagement calendar, screens requests for appointments, and notifies the executive of action taken

Arranges staff, board, committee, commission, and other meetings, conferences, hearings, travel, press releases, and similar activities

Collects, compiles, and rearranges materials and pertinent information based on priorities and consultation with the executive

Plans, coordinates, and directs office activities and/or special projects. Researches, compiles, and evaluates data for studies, reports, and special assignments

Prepares and formats official documents, correspondence, and reports, containing technical terminology and confidential or sensitive information

Maintains personal, confidential, and follow-up files

May supervise two or more merit full time positions. The elements of supervision include performing the following on a regular and continuing basis: planning, assigning, reviewing, evaluating, coaching, training, disciplining, and recommending hire, termination, and promotion

Performs other related duties as required

Qualification

Administrative specialist workData evaluationDocument creationGuidanceConsultationSpreadsheet developmentCommunication skillsOrganizational skills

Required

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

Two years' experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents

Two years' experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases

One year of experience in providing guidance and consultation to management, customers, and others on administrative matters