What are the responsibilities and job description for the Administrative Specialist position at State of Delaware?
This position would provide support for the Delaware Nursing Home Residents Quality Assurance Commission (DNHRQAC). DNHRQAC monitors the quality assurance system within long term care facilities throughout Delaware.
The incumbent reports to the DNHRQAC Executive Director and is responsible for administrative operations such as but not limited to: constituent relations, media and legislative inquiries, recording and publishing of minutes, developing forms and documents, answering phones, scheduling of meetings, attending meetings as a representative of the DNHRQAC, troubleshooting on behalf of the Executive Director and makes decisions (as appropriate) in the Executive Director’s absence, i.e., the appropriateness of signing documents, what meetings to attend, addressing inquiries of a sensitive and sometimes confidential nature from a variety of sources and seeing them through resolution.
The incumbent confers with multiple stakeholders and others regarding policy implementation, legislative and constituent concerns. The incumbent executes necessary follow-up to ensure project completion with attention to development of issues for decision making by superior.
Work involves extensive networking with internal and external entities regarding administrative and operational issues. The incumbent may act on behalf of the Commission at conferences, post survey meetings, hearings or other events.
Incumbent would develop/or update policies relative to the Commission such as Conflict of Interest and Confidentiality Disclosure. Additionally, this individual would, under the supervision of Executive Director, participate in planning sessions with commission members to determine future goals and budgetary requisitions. The incumbent would be researching and drafting the annual report.
The incumbent would interface with volunteer commission members and DNHRQAC Executive Director, to ensure completion of commission related projects and that timelines are met. Incumbent shall review and analyze multiple State and Federal taskforce reports relating to long term care and follow-up on the recommendations.
This position may require travel throughout the State and is not Telework eligible.
Preferred Qualification
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 principles, practices and procedures of administration and office management.
- Knowledge of department/division policies, priorities and objectives; operations and functions of all program areas.
- Knowledge of state government systems.
- Knowledge of management principles and practices.
- Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.
- Ability to work independently as well as within a team setting.
- Skill in multi-tasking projects.
- Skill in oral and written communication.
- Ability to work effectively and efficiently in managing multiple priorities.
- Ability to effectively communicate department policy.
- Ability to learn and understand the laws and regulations governing a department/division.
- Ability to prepare clear and concise reports.
- Ability to work with diverse groups, including agency managers, legislators, union officials and employees, each with their own priorities.
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.
- Directs and conducts special projects for superior that may involve issues of a sensitive or confidential nature.
- Participates with others in planning, policy formulation, budget, and problem solving on issues being considered by the Commission.
- Reviews correspondence and reports and ensures completion of tasks.
- Serves as liaison for the general public, division directors, Governor's Office, legislators, commission members, special interest groups and other state and local agencies to respond to inquiries and complaints, explain policies, and the department/division's position on issues to resolve problems.
- Tracks and analyzes proposed legislation that impacts Delaware long term care residents, coordinates and follows up with the Commission, and closely monitors recommendations that may affect the administrative functions of the office.
- Receives media requests and is required to research issues and data and prepare an appropriate response for circulation.
- Directs and oversees constituent relations function to include resolving crisis situations referred by Governor's Office, Legislators and various other entities; ensures that constituent contacts are handled appropriately, efficiently, effectively and confidentially.
- Develops agendas, meeting minutes and programs for full and subcommittee open public meetings conferences or special presentations; may represent superior or DNHRQAC at meetings and/or task forces when assigned.
- Plans, assigns and coordinates office activities which includes updating information on DNHRQAC webpage & Delaware Public Meeting Calendar; analyzes, recommends and implements operating practices, policies and procedures.
Job Requirements
Applicants must have education, training and/or experience demonstrating competence in each of the following areas:
- Three years experience in coordinating administrative operations or functions such as coordinating organizational operations or components of functional programs, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters.
- Three years experience with Outlook and Microsoft 365 products including Word, Excel, and PowerPoint.
- Three years experience in narrative report writing and transcribing meeting minutes.
- Six months experience in public relations, media relations or communications such as establishing and promoting a positive image with the public, informing or influencing specific audiences through the use of internal and external communications such as public forums, journalism, writing, marketing, advertising, promotions, or special events.
- Six months experience in interacting with legislators, State officials or interest groups as a liaison.
- Six months experience in project management which includes planning, developing, implementing, managing and evaluating projects to ensure objectives are met.
- Six months experience in interpreting laws, rules, regulations, standards, policies, and procedures.
Additional Posting Information
As a result of SB155 w/SS2 signed by the Governor, the agency's name will change to Delaware Residents' Protection Commission effective November 23, 2025.
Conditions of Hire
- A satisfactory criminal background check is required as a condition of hire.
- A satisfactory Adult Abuse Registry check is required as a condition of hire.
- Direct deposit of paychecks is required as a condition of hire.
Benefits
- To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/
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. TDD users may request an auxiliary aid or service by calling (800) 232-5470 or by visiting delawarerelay.com. You may also call (302) 739-5458 or email DHR_ADAConcerns@delaware.gov for additional applicant services support.
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.
