Exempt Executive Secretary

Introduction

Make a Difference with DHSS\r\nOur mission at the Department of Health and Social Services (DHSS) is to improve the quality of life of Delaware citizens by promoting health and well-being, fostering self-sufficiency, and protecting vulnerable populations. We prioritize personal and family independence by assisting individuals and families in a variety of life areas.\r\nWe offer numerous career opportunities and are dedicated to attracting and retaining highly talented individuals who are ready to make a difference in their community today. DHSS is a great place to kick-start your profession.\r\nFor more information, please visit https://dhss.delaware.gov/dhss/ today!\r\n

Summary Statement

The Executive Assistant provides high-level administrative, operational, and logistical support to the Director of the Delaware Prescription Opioid Settlement Distribution Commission (POSDC). This role requires a highly organized, proactive, and detail-oriented individual with excellent communication and interpersonal skills. The Executive Assistant will play a crucial role in ensuring the efficient functioning of the Director's office and supporting the overall mission of the POSDC.\r\n

Preferred Qualification

Applicants who do not possess the preferred qualification will still be eligible to compete for this position if job requirements are met.\r\n\r\n\r\n Experience scheduling in person and virtual meetings and taking meeting minutes�\r\n\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\r\nRepresents 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\r\nScreens 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\r\nPlans, 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\r\nMaintains 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\r\nResearches, compiles and evaluates data for studies, reports and special assignments and prepares reports and correspondence.\r\n\r\nFormats and types a variety of materials from written drafts, Dictaphones or shorthand containing difficult terminology and confidential information.\r\n\r\nMaintains personal, confidential and follow-up files.\r\nAdministrative Support:�\r\n\r\n\r\n Manage the Director's calendar, including scheduling meetings, appointments, and travel arrangements.\r\n Prepare and organize meeting materials, including agendas, presentations, and supporting documents.\r\n Screen and prioritize incoming communications, including emails, phone calls, and mail.\r\n Draft correspondence, reports, and other documents as needed.\r\n Maintain confidential files and records.\r\n\r\n\r\n\r\n\r\n\r\n\r\nOperational Support:\r\n\r\n Assist with the coordination of POSDC activities and initiatives.\r\n Support grant management processes by assisting with the preparation of grant-related documents, tracking deadlines, and maintaining grantee information.\r\n Assist with contract execution tasks, ensuring that documents are complete and that necessary signatures are obtained.\r\n Coordinate logistics for committee meetings, stakeholder meetings, and public events.\r\n\r\n\r\n\r\n\r\n\r\nCommunication and Stakeholder Relations:�\r\n\r\n\r\n Serve as a point of contact for internal and external stakeholders, including POSDC staff, Commission members, government agencies, and community organizations.\r\n Facilitate communication between the Director and key stakeholders.\r\n Assist in preparing materials for public presentations and meetings.\r\n\r\n\r\n\r\n\r\nFinancial and Office Management:\r\n\r\n\r\n Assist with budget tracking and expense reporting.\r\n Manage office supplies and equipment.\r\n Coordinate office operations and procedures.\r\n\r\n\r\n\r\n

Job Requirements

JOB REQUIREMENTS for Executive Secretary\r\n\r\nPlease attach a resume with your online application or use the resume tab in DEL to provide a detailed description of how your education, training and/or experience meets each job requirement including employer, experience/responsibilities and dates (month/year) of employment/training.\r\n\r\nApplicants must have education, training and/or experience demonstrating competence in each of the following areas:\r\n\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 Experience communicating with public officials\r\n Experience functioning as administrative or executive assistant\r\n\r\n

Additional Posting Information

This position is Limited Term for up to 2 years, and may be extended should funding be available.\r\n

Conditions of Hire

All new hires are required to report to the Statewide New Employee Orientation (SNEO) on their first day of employment. Sessions are held at designated locations in Kent or New Castle County.\r\n\r\nApplicants must be legally authorized to work in the United States. The State of Delaware participates in E-Verify and will provide the federal government with your 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\nDHSS does not provide employment-based sponsorship.\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�resume�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�resume�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.�\r\nIndividuals who use TDD may request auxiliary aid or service by calling (800) 232-5470 or by visiting�delawarerelay.com.�\r\nIf you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call (302) 739-5458 or email jobs@delaware.gov.\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