Introduction
Delaware's Attorney General, the State's chief law enforcement officer, has a broad responsibility to combat crime, uphold civil rights, safeguard families, fight fraud, and protect consumers in the First State.
In meeting this mission, Attorney General Kathy Jennings is supported by teams of talented lawyers and staff in the Criminal, Civil, Family, Fraud and Consumer Protection, and Civil Rights and Public Trust Divisions. Each of the more than 500 staff who work in the Office of the Attorney General are dedicated to serving all Delawareans with integrity and passion.
Deputy Attorneys General, with critical support from criminal special investigators, victim service specialists, paraprofessionals, and administrative staff, prosecute criminal cases, enforce consumer laws, provide counsel to state agencies, ensure the public's access to open government, protect the abused, and much more.
Summary Statement
The Delaware Department of Justice seeks an Assistant / Office Manager to provide administrative support to the Chief of Staff and the units within the Administrative Division under their oversight. This position may also assist other senior leadership roles, including the Attorney General, Chief Deputy Attorney General, and Administrative Division Unit Heads, as needed. This integral role of Assistant / Office Manager to the Delaware Department of Justice Chief of Staff extends beyond traditional administrative responsibilities by taking an active role in managing data related to projects, budgets, vacancy reports, and key statistics. It also involves facilitating meetings and serving as a liaison between the Chief of Staff and internal or external stakeholders. The Administrative Specialist is expected to anticipate needs, monitor critical initiatives, and organize workflows proactively to improve efficiency and effectiveness. This position focuses on maintaining organization, tracking progress on projects, managing data, and ensuring the Chief of Staff is well-supported in addressing high-level priorities. Additionally, the role includes coordinating meetings, overseeing timelines, and serving as a strategic partner to ensure seamless operations. This role encompasses a wide range of administrative responsibilities involving the entire DOJ employee population across all three county locations. The position is based in the main offices of the New Castle County DOJ and provides direct support to the Attorney General, the Chief Deputy Attorney General, and other Administrative Division Unit Heads as needed. As a liaison for the DOJ with the Supreme Court Commission on Continuing Legal Education (CLE), the position is responsible for :
- Creating and submitting training courses for approval.
- Performing data entry for CLE credits earned by Deputy Attorneys General who complete trainings and submit certifications.
- Additionally, the position acts as a key liaison for Human Resources, ensuring the Chief of Staff is informed of all significant HR matters, including :
- Securing final approvals for Alternative Work Schedules (AWS) and Remote Work Schedules (RWS).
- Obtaining signatures from the Chief of Staff for HR-related promotions and correspondence.
- As a liaison for Fiscal, the role supports the Chief of Staff by :
- Tracking and obtaining final approvals for training fund requests.
- Assisting with Parking Initiatives, DE Bar Dues, and the BARBRI program.
Key Responsibilities :
Meeting Coordination and Facilitation :Schedule, organize, and attend meetings with and possibly on behalf of the Chief of Staff, ensuring agendas, supporting materials, and follow-up actions are prepared and executed.Facilitate meetings to relay and gather critical information, ensuring decisions and updates are communicated accurately.Represent the Chief of Staff in meetings, task forces, and briefings, providing updates and ensuring follow-through on action items.Data Management and Reporting :Maintain and manage comprehensive data records, including projects, budgets, vacancy reports, and program statistics.Regularly analyze and update data to provide actionable insights and ensure alignment with organizational priorities.Develop tracking systems to monitor project progress, budget utilization, and compliance with policies and procedures.Prepare and share reports, dashboards, or presentations to support the Chief of Staff’s decision-making process.Project Coordination and Oversight :Monitor progress on projects across the Chief of Staff’s areas of responsibility to ensure deadlines are met.Identify potential issues early and propose solutions to keep projects on track.Work with various teams to align efforts and maintain consistency.Communication and Collaboration :Act as a liaison between the Chief of Staff and internal teams, ensuring clear communication and alignment.Draft correspondence, reports, and presentations to support the Chief of Staff’s objectives.Keep the Chief of Staff updated on critical developments and initiatives.Administrative and Organizational Support :Manage the Chief of Staff’s calendar, prioritizing and organizing tasks for maximum efficiency.Anticipate needs and proactively address them, ensuring the Chief of Staff is prepared for engagements.Suggest and implement improvements to workflows and organizational processes.Ability to manage complex priorities and work in a fast-paced environment.Skills and Competencies :
Demonstrated ability to manage complex priorities and work in a fast-paced environment.Exceptional organizational and time-management skills.Strong data analysis and reporting skills with proficiency in tools such as Microsoft Excel, project tracking software, and presentation tools.Excellent communication and interpersonal skills, with the ability to build relationships across all levels of the organization.Proactive and resourceful, with the ability to anticipate needs and independently resolve issues.High level of discretion and professionalism in handling sensitive and confidential information.Essential Functions
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.Assures effective coordination of operational functions.Arranges for the delivery of legal paperwork.Types correspondence and legal paperwork.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 provide guidance to or oversee the work of lower-level employees.Job Requirements
Applicants must have education, training and / or experience demonstrating competence in each of the following areas :
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
Department of Justice Benefits Include :
May be eligible Loan forgiveness (State and Federal).State of Delaware healthcare plan.State of Delaware pension plan.Over 4 weeks of vacation per year.3 weeks of paid sick leave per year.12 weeks of paid parental leave.
Salary : $48,660 - $60,911
