Executive Secretary

Introduction

Become part of the Classification, Compensation and Talent Acquisition team for the Department of Human Resources. This position will provide administrative support to Director and the Classification, Compensation, and Talent Acquisition sections. Responsibilities include but are not limited to tracking and logging the workflow of all requests, responding to inquiries from agency human resource staff, maintaining records, exporting and formatting data into excel, entering data into a Human Resource Automated Information System, creating presentations, researching special projects, composing correspondence, transcribing meeting minutes, creating reports, scheduling meetings, answering multi-line phones, and filing. Apply today!\r\n\r\n

Summary Statement

This class is responsible for providing administrative support to a top-level executive.\r\n\r\n

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.\r\n\r\n Represents superior in interacting with the public, division directors, Governor's Office, legislators, special interest groups, media, agency councils, and other state/federal agencies to respond to inquiries and complaints, explain policies, procedures, regulations and the department's position on issues, to resolve problems, receive and disseminate directives; provides guidance and consultation to officials, employees and the public on policy questions and administrative matters and keeps superior informed of sensitive issues and potential problems.\r\n Screens and prioritizes superior's mail including intradepartmental mail; disseminates, oversees and follows-up on correspondence to be prepared by other staff personnel for superior's signature; compose and signs correspondence or composes reply for superior's signature.\r\n Plans, coordinates and directs office activities and/or special projects; may supervise clerical and secretarial staff; analyzes and makes recommendations regarding operating practices, policies and procedures to ensure smooth and efficient office operation; implements new/revised policies and procedures.\r\n Maintains daily engagement calendar of superior; screens requests for appointments and notifies superior of action taken; arranges staff, board, committee, commission and other meetings, conferences, hearings, travel, press releases and similar activities; collects and compiles materials and pertinent information for same and briefs superior; rearranges same in consultation with superior when immediate action is required in conflicting situation.\r\n Researches, compiles and evaluates data for studies, reports and special assignments and prepares reports and correspondence.\r\n Formats and types a variety of materials from written drafts, dictaphones or shorthand containing difficult terminology and confidential information.\r\n Maintains personal, confidential and follow-up files. \r\n\r\n

Job Requirements

JOB REQUIREMENTS for Executive Secretary \r\nApplicants must have education, training and/or experience demonstrating competence in each of the following areas:\r\n\r\n Three years experience in coordinating administrative support operations, tracking workflow and resolving problems, providing guidance and consultation to management, customers and others on administrative matters. \r\n Three years experience in conducting research from multiple sources, analyzing data collected and preparing reports, letters and administrative documents. \r\n One year experience in using an automated information system to enter, update, modify, delete, retrieve/inquire and report on data. \r\n One year experience in using standard computer software programs for word processing, spreadsheets or databases. \r\n\r\n

Additional Posting Information

The State of Delaware recognizes the value of�telework and flexible working schedules.�This position is eligible for Telework according to the State of Delaware’s Alternative Work Arrangement Policy. More information will be shared at the time of interview.\r\n

Conditions of Hire

Applicants must be legally authorized to work in the United States. The State of Delaware Executive Branch participates in the Federal E-Verify system where the State will provide the federal government with each new hires Form I-9 information to confirm that you are authorized to work in the U.S. For more information refer to our job seeker resources.\r\n

Benefits

To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/\r\n

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.\r\nOnce 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.\r\n

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.\r\nThe 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.�\r\n

Salary : $34,887 - $43,609