Senior Office Manager

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 The Senior Office Manager works under the close supervision of a technical supervisor at the Adams State Service Center Public Health Clinic. They will assist in ensuring efficient office workflow, exceptional customer service, and compliance with Division of Public Health, state, and federal requirements. This position supervises administrative support staff, coordinates front office operations, manages fiscal and operational processes, and serves as the primary administrative liaison between clinic leadership, providers, and support staff to ensure the efficient delivery of public health services. Essential Functions Plans, coordinates, and manages all aspects of regional, county, division, or department level office operations. Interprets, explains, and ensures compliance with state, federal, or other relevant laws, rules, regulations, standards, policies, and procedures. Manages administrative support, communications, and support services, including fleet management, forms/records management, facilities management, inventory, equipment maintenance and repair, mail distribution, and other agency-specific functions. Conducts research and analyzes data to make recommendations on personnel, staff coverage, workflow, cost reduction, recordkeeping, performance standards, equipment, and supply utilization, or other functions supported. May assist with onboarding and training of new employees. Ensures deadlines and performance measures are met, monitors workflow to adjust priorities, and recommends improvements. Oversees and manages record-keeping systems or logs to file, track, and retrieve documents. Maintains and participates in modernization of information systems or databases. Drafts, manages, and distributes communications and other materials for public and/or internal use. Manages office supplies and equipment. Troubleshoots less complex technology or equipment errors/issues and contacts appropriate vendor or information technology personnel to resolve as needed. Supports contracting and procurement processes, and monitors adherence to budgets, applicable agreements, grants, or contracts; notifies supervisor of issues. May assist with budget preparation and monitoring. Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data. Performs other related duties as required. Job Requirements One year of experience in evaluating office operations such as workflow, priorities, and performance and making recommendations for improvements. Three 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. Three years’ experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents. Two years' experience in providing guidance and consultation to management, customers, and others on administrative matters. Coursework, training and/or work experience in staff supervision which may include performing as a lead worker overseeing the work of others. Conditions of Hire 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 ourJob Seeker Resources. DHSS does not provide employment-based sponsorship. 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. 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 atStateJobs.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 visitingdelawarerelay.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. Equal Opportunity 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. #J-18808-Ljbffr DelDOT