Position Title: Administrative Assistant I, Office of Child Care Licensing (Dover)
Reports To: Director, Office of Child Care Licensing
Description of Position: The Administrative Assistant I in the OCCL Dover office provides administrative and technical support to the Dover office supervisor, staff, child care applicants/providers, and to the public. This person performs a wide range of high-level secretarial duties in accordance with the child care regulations and OCCL policies and procedures. The Administrative Assistant I deals with a diverse group of customers as well as internal contacts at all levels of the organization.
Major Responsibilities: - Provides secretarial support to assigned staff in the Office of Child Care Licensing.
- Performs general secretarial duties to include but not limited to: mailing licenses, renewal packets, enforcement actions, and other office correspondence; processing class enrollments; photocopying, faxing, and scanning; email correspondence; and mail management and distribution
- Schedule application reviews to coordinate with intake specialist calendar
- Enters and retrieves database information
- Creates and modifies various document and spreadsheets using Microsoft Office
- Maintains Outlook calendars in current and accurate status.
- Sends global emails as requested
- Coordinates meetings and web meetings or conference calls as needed, including handling technology needs, room reservations, agendas, and notices.
- Prepares meeting materials and assist with the development of PowerPoint presentations.
- Maintains tracking systems to monitor information/orientation enrollment and attendance sessions
- Maintains archiving of closed files according to OCCL and archiving protocols
- Maintains supply closet and orders supplies as needed
- Greets visitors, answers phone calls, and responds to questions and directs them according
- Performs other duties as assigned.
Essential Qualifications:
Education: Minimum high school diploma or GED; some college coursework preferred.
Experience: - At least one (1) year experience providing superior customer service to colleagues and consumers.
- Proficient in Microsoft Word, Outlook, Excel, and PowerPoint.
Skills: - Ability to perform responsibilities with minimal supervision
- Ability to prioritize a wide range of tasks with competing deadlines and importance
- Expertise in recordkeeping, archiving, and general office procedures
- Capable of setting priorities and working under pressure
- Skill in handling complaints tactfully and thoroughly
- Excellent communication skills and the ability to deal with staff and others in a tactful and congenial manner
- Discretion and confidentiality are essential
Salary: Salary will be computed in accordance with the education, experience, and training 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 of 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 selected candidate 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.
The Delaware Department of Education is an equal opportunity employer and does not discriminate in its employment practices or educational programs, services or activities based on race, color, religion, sex (including pregnancy), national origin, age, disability, marital status, sexual orientation, gender identity, genetic information, veteran’s status or any other legally protected category. Inquiries should be directed to the Human Resource Office, 401 Federal Street, Suite 2, Dover, DE 19901. Phone: 302-735-4030.
