Title of Position: Administrative Secretary I

Reports to: Director, Financial Reform Resources

Date of Employment: Approximately March 18, 2013

Closing Date for Application:  February 18, 2013

Description of Position:

This position is classified as an Administrative Secretary I and is in Financial Reform Resources office in the Financial Reform and Resource Management Branch.  The Administrative Secretary’s responsibility is to provide administrative support to the Workgroup Director and provide coordination and oversight to key workgroup functions. The Administrative Secretary will be under the direct supervision of the Director but will also work with all staff within the Workgroup.

 Major Responsibilities:

• Provide organizational and administrative support to the Director
• Log and track signature documents for Director
• Prepare correspondence, manage calendar, develop materials/reports, etc.
• Coordinate schedules within the work group to ensure adequate support staff coverage
• Record and maintain vacation/sick leave records for the work group
• Coordinate the monthly Department-wide Administrative Secretaries meeting.
• Assist in the maintenance of SOP manual and all forms
• Assist in the preparation of the Department budget request
• Coordinate and collaborate with Workgroup members and DDOE staff related to financial needs of the Department
• Prepare department stipend payments for submission to PHRST
• Coordinate and staff the quarterly Federal program managers meetings
• Backup for Administrative Secretary of Finance Reform and Resource Management Branch
• Backup for miscellaneous support functions within the Finance group, such as coordinating bid openings, making cash deposits, etc.
• Other duties as assigned by Director, Financial Reform Resources

 Essential Qualifications and Skills

 Education:  High School diploma or GED required; Bachelor degree or college coursework preferred

 Experience:

• Experience with First State Financials (FSF) required
• Experience with the State’s Payroll/Human Resource Statewide Technology (PHRST) system is preferred
• Proficient in Microsoft Word, Excel, Outlook, PowerPoint

Skills:

• Highly organized
• Ability to perform responsibilities with minimal supervision
• Ability to prioritize a wide range of tasks with competing deadlines and importance
• Skill in handling complaints tactfully and thoroughly
• Skill in problem solving and contingency planning
• Expertise in recordkeeping, archiving and general office procedures
• Capable of setting priorities and working under pressure
• Excellent communication skills, handling questions and concerns with speed and professionalism
• Excellent interpersonal skills and the ability to deal with staff in a tactful, congenial and personal manner
• Ability to thrive in a fast paced environment and to excel at multi-tasking without sacrificing attention to detail
• Discretion and confidentiality are essential

Salary:

Salary will be computed in accordance with the educational level and work experience of the individual selected and in accordance with salary schedules for employees of the Department of Education.  Direct deposit of payroll checks is a condition for state employment and employees are paid on a lag pay schedule with the first payment made after approximately one month of employment.

Notes:

A criminal background check is required.  The successful candidate must demonstrate during the interview process an understanding of diversity, educational equity and multicultural education.  This job description is not intended to be an all-inclusive list of duties and standards of the position.  The Manager should expect to perform any other related activities needed to deliver the position’s key duties and responsibilities and follow any other instructions as defined by his/her supervisor.

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Apply To:
Mary L. Cooke, Esq.
Human Resource Office
Delaware Department of Education
401 Federal Street
Dover, Delaware 19901
Phone:(302) 735-4030
Fax:(302) 739-7768
Email:doehr@doe.k12.de.us

• Application for Employment [PDF] [Word]
• Other Job Vacancies

The Delaware Department of Education is an equal opportunity employer. It does not discriminate on the basis of race, color, religion, national origin, sex, sexual orientation, marital status, disability, age or Vietnam Era veteran’s status in employment or its programs and activities.