Administrative Specialist II HM

JOB VACANCY

ADMINISTRATIVE SPECIALIST II

ENTRY LEVEL SALARY: $36894 - FULL-TIME

OFFICE LOCATION: DOVER DE

OPENING DATE: 11/20/2025 CLOSING DATE: 12/04/2025

Looking for a career with excellent benefits

As part of the DSHA team you will have immediate access to health vision and dental insurance vacation and sick leave paid holidays tuition assistance fitness reimbursement retirement plan and more while working to further DSHAs mission of providing safe affordable housing.

This non-State position is responsible for a variety of activities in support of general administrative services. 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.

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.

LEVELS OF WORK

The administrative specialist work consists of organizing and coordinating administrative activities in support of a variety of operational positions are typically responsible for support services of a diverse and complex nature. Word processing requires composing correspondence formatting creating tables and graphs creating columns using macros and merging produced typically require developing formulas for calculations analyzing data to make projections creating a spreadsheet querying developing and printing reports recording/arranging data creating charts/graphs creating and using macros in addition to general spreadsheet manipulation & management. Database applications typically require creating and maintaining the database as the sole support performing calculations embedding objects designing creating and editing file structures sorting or filtering tables querying typically require developing layout outlining making slide presentations and creating handouts.

KNOWLEDGE SKILLS AND ABILITIES

The intent of the listed knowledge skills and abilities is to give a general indication of the core requirements for the position. Therefore the KSAs listed are not exhaustive or necessarily inclusive of the requirements.

• Knowledge of operations services programs and agency.
• 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 principles 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 software applications.
• Skill in independently performing and coordinating diverse agency/program administrative tasks to ensure completion of projects and work assignments.
• 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.

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.
4. One-year experience in using standard computer software programs for word processing spreadsheets or databases.

THIS POSITION REQUIRES THE SUCCESSFUL COMPLETION OF A CRIMINAL BACKGROUND SCREENING AND A VALID DRIVERS LICENSE.

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 theclosing dateon (Click onAbout UsEmployment Click Here to View All Current OpeningsSelect job Scroll Down & Click Apply Now.) Contact: e-mail:

DSHA IS AN AFFIRMATIVE ACTION AND EQUAL OPPORTUNITY EMPLOYER.

As an equal opportunity employer DSHA provides an employment environment that supports and encourages the application of all persons without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state or local laws.

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.