Executive Assistant

Introduction

Make a Difference with DHSS


Our mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas.


We offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession.


For more information, please visit today!

Summary Statement


This position provides comprehensive administrative support to two Deputy Secretaries and staff while serving as backup to the Executive Assistant supporting the Cabinet Secretary and Chief of Staff within the DHSS Office of the Secretary. Responsibilities include tracking workflow, coordinating executive schedules, managing administrative priorities, and ensuring timely completion of assignments. This position provides administrative support by responding to constituent inquiries, consolidating and formatting weekly reports from Division Leadership, preparing maintenance requests, ordering office supplies, monitoring the resource mailbox, and processing travel applications, maintaining records, facilitating communication across divisions, and supporting the efficient daily operation of the executive office.


Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series. These functions are not an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

• 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.

Job Requirements

JOB REQUIREMENTS for Executive Assistant
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

1. 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.
2. Two years' experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
3. Two years' experience in using standard computer software/applications to create documents, develop spreadsheets, or maintain/update databases.
4. One year of experience in providing guidance and consultation to management, customers, and others on administrative matters.

Conditions of Hire

All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.


Applicants must be legally authorized to work in the United States. The State of Delaware participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our Job Seeker Resources.


DHSS does not provide employment-based sponsorship.

Benefits

To learn more about the comprehensive benefit package please visit our website at

Selection Process

The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties. For education and training, list name of educational provider, training course titles and summary of course content. Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements.

Once you have submitted your application on-line, all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the "My Applications" tab at StateJobs.Delaware.gov.

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.


Individuals who use TDD may request auxiliary aid or service by calling View phone number on click.appcast.io or by visiting delawarerelay.com.


If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call View phone number on click.appcast.io or email View email address on click.appcast.io.


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.