Assistant/Office Manager for the Dept. of Justice State Solicitor & Civil Division
Assistant/Office Manager for the Dept. of Justice State Solicitor & Civil Division
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Job Description
Introduction
Summary Statement
The Delaware Department of Justice seeks anAssistant/Office Manager to provide administrative support to the StateSolicitor and the units within the Civil Division. This position may alsoassist the Deputy State Solicitors and Civil Division Unit Heads as needed.
This integral role of Assistant/Office Manager to theDelaware Department of Justice State Solicitor extends beyond traditionaladministrative responsibilities by taking an active role in managing projectsbudgets vacancy reports and key statistics. It also involves facilitatingmeetings and serving as a liaison between the State Solicitor and internal orexternal stakeholders. This position focuses on maintaining organizationtracking progress on projects managing data and ensuring the State Solicitoris well-supported in addressing high-level priorities. Additionally the roleincludes coordinating meetings overseeing timelines and serving as astrategic partner to ensure seamless operations.
This role encompasses a wide range of administrativeresponsibilities involving the entire Civil Division across two counties.
Key Responsibilities:
Schedule organize and attend meetings with andpossibly on behalf of the State Solicitor ensuring agendas supportingmaterials and follow-up actions are prepared and executed.
Facilitate meetings to relay and gather criticalinformation ensuring decisions and updates are communicated accurately.
Represent the State Solicitor in meetings task forcesand briefings providing updates and ensuring follow-through on action items.
Maintain and manage comprehensive contract records.
Develop tracking systems to monitor project progressbudget utilization and compliance with policies and procedures.
Act as a liaison between the State Solicitor andinternal teams ensuring clear communication and alignment.
Draft correspondence reports and presentations tosupport the State Solicitors objectives.
Manage the State Solicitors calendar prioritizing andorganizing tasks for maximum efficiency.
Anticipate needs and proactively address them ensuringthe State Solicitor is prepared for engagements.
Suggest and implement improvements to workflows andorganizational processes.
Ability to manage complex priorities and work in afast-paced environment.
Skills and Competencies:
Demonstrated ability to manage complex priorities andwork in a fast-paced environment.
Exceptional organizational and time-management skills.
Excellent communication and interpersonal skills withthe ability to build relationships across all levels of the organization.
Proactive and resourceful with the ability toanticipate needs and independently resolve issues.
High level of discretion and professionalism inhandling sensitive and confidential information.
Essential Functions
Job Requirements
- 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.
- Two years experience in conducting research from multiple sources analyzing data collected and preparing reports letters and administrative documents.
- 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.
Additional Posting Information
- Please be sure to upload a recent copy of your resume as you complete the application process for this posting.
- This position is exempt from the State of Delaware Merit System.
Conditions of Hire
- Criminal background check: A satisfactory criminal background check is required as a condition of hire.
- Direct deposit of paychecks is required as a condition of hire.
- Applicants must be legally authorized to work in the United States.
Benefits
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.
Required Experience:
IC
Employment Type
Full-Time
Key Skills
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