Administrative Specialist III

Dover - Delaware (DE), 19904

Goodwill of Delaware

Job Description:

This class series uses three levels in the Administrative Services occupational group, Administrative Support occupational series and describes technical and administrative work done in support of an agency's business, programs, projects and operations. Administrative Specialists carry out a variety of activities in support of general administrative services such as budgeting, accounting, purchasing, human resources and related activities, or agency operations or state/federal programs.

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.

The extent to which positions use the computer applications will vary due to specific work assignments; however, the overall concept of the level of work will be used to make classification decisions.

Essential Functions

Essential functions are fundamental, core functions common to all 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.

  • 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.
  • 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.
  • May oversee or supervise lower level employees.

Levels of Work

This is the third level of administrative specialist work providing administrative support in a variety of operational areas to a Division Director, Deputy Director or head of a large operating unit or an administrative official typically at the upper management level. A significant aspect of the work is representing the agency on behalf of the superior in providing guidance and consultations to all levels of management on policy questions and administrative matters. Typically, only one Administrative Specialist III will be allocated to a manager as described above.

  • Word processing documents produced typically require composing correspondence, formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications. 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. 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. Presentations typically require developing layout, outline, slide presentation and handouts to create original presentations.
  • Conducts limited research and analyses of agency services or other situations requiring agency action to determine, implement or authorize an appropriate course of action. Briefs management on potential areas of difficulties.
  • Coordinates operations and/or components of functional programs with Federal, local and state agencies to accomplish identified goals and objectives and assist in the administration and management of staff functions.
  • Principal contacts are with department directors, division administrators, agency management, and executives outside the department and elected officials to confer and advise on the resolution of problems. Frequently handles highly sensitive, confidential, and/or political issues on behalf of the superior in situations critical to overall agency operations.

  • 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 KSAs listed are not exhaustive or necessarily inclusive of the requirements of every position in the class.

    • Knowledge of operations, services, programs and agency organization.
    • Knowledge of program policies, procedures, and requirements.
    • Knowledge of state and federal laws and regulations related to the area of assignment.
    • Knowledge of administrative support practices and procedures.
    • Knowledge of grammar, punctuation, spelling and composition.
    • Knowledge of the methods and techniques in composing written communications such as responses to inquiries and narrative reports.
    • Skill in applying basic and advanced tools used in word processing applications.
    • Skill in applying the tools used in creating and modifying spreadsheet and database applications.
    • Skill in coordinating agency/program operations.
    • Ability to oversee the work of lower level clerical employees.
    • Ability to establish and maintain effective working relationships.
    • Ability to understand, explain, and apply rules, regulations, policies and procedures.
    • Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities.
    • Ability to communicate effectively with staff, employees and public.
    • In addition to the above knowledge, skills and abilities, the Administrative Specialist II requires:
    • Knowledge of principles and practices of general administration.
    • Skill in coordinating diverse activities to ensure completion of projects and work assignments.
    • In addition to the above knowledge, skills and abilities, the Administrative Specialist III requires:
    • Knowledge of department/division policies, priorities and objectives, operations and functions of all program areas.
    • Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.
    • Skill in drawing conclusions and developing solutions to operational or service problems.

      Job Requirements

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

    • Experience in coordinating administrative operations or functions such as coordinating organizational operations or components of functional programs, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
    • Experience in data collection which includes collecting, compiling and maintaining data from multiple sources such as files, records, databases, customers, staff or others.
    • Experience in analyzing and evaluating data.
    • Experience in creating reports which includes combining and presenting data from multiple sources in an organized format.
    • Experience in using standard computer software programs for word processing, spreadsheets or databases.

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