What are the responsibilities and job description for the Administrative Specialist II- Victim Services Office position at Delaware State Police?

Pay Grade

PG 8 $44,440

Nature and Scope

This position provides administrative support to the Victims Services Manager and Advocates statewide in the unit. This position will also triage calls coming into the 24 hour victims hotline during normal business hours.

DESCRIPTION OF OCCUPATIONAL WORK

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.

Principal Accountabilities

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.
Will have direct contact with victims or family members affected by crime or other traumatic events. Triage hotline calls.
Will provide follow up contacts to victims or family members affected by crime or other traumatic events.
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.

This is the second level administrative specialist work organizing and coordinating administrative activities in support of a variety of operational areas. Positions assigned to this level report to an administrator typically responsible for a program area involving several functional areas or a statewide program operating from a central office for which the incumbent performs support services of a diverse and complex nature.

Word processing documents produced typically require composing correspondence in addition to the work performed at the I level, i.e., 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 in addition to the work performed at the I level, i.e., 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 in addition to the work performed at the I level, i.e., 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.

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.

Principal contacts are for the purpose of coordinating administrative details with the agency's other programs / functions or with other state / federal agencies and private businesses.

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 KSA's 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.

Knowledge of principles and practices of general administration.

Skill in coordinating diverse activities to ensure completion of projects and work assignments.

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.

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 work processing, spreadsheets or databases.

Conditions of Employment

Direct deposit of paychecks is required as a condition of employment. Applicants must be legally authorized to work in the United States. Must submit to a complete, comprehensive background investigation. This position is a classification organized under an exclusive bargaining representative (labor organization). The candidate / applicant selected for this position shall be asked to join and pay dues to the labor organization or, may decline joining the labor organization and not pay dues or a fee. The labor organization has been elected by employees as their representative for collective bargaining and other work related purposes.

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process. To request an auxiliary aid or service please call (302) 739-5458 TDD users should call the Delaware Relay Service Number 1-800-232-5460 for assistance.

Benefits

To learn more about the comprehensive benefit package please visit the State Personnel web-site at

Additional Information

The State of Delaware is an Equal Opportunity and Affirmative Action Employer.

Salary : $44,440

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